Document No.

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Document No.:
ALSTOM Power
ALSTOM Power DOCnnnnnn
DOC001098
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FE WI WI en en 7 7 GS
GS Construction
Construction && Commissioning
Commissioning 2 2 PPEP-WI-008,
Prepared by: Checked by: PPEP/PFD/3/012,
Approved by:
2013-07-10 Fischer, Hagen 2013-07-10 Beigley, Douglas PPEP/PFD/3/011,
Bachmann,
2013-07-21 Rolf Rolf
Bachmann,
PPEP-WI-009,
Material Handling Process on Site
Prepared by: Checked by: Approved by:
2012-06-13 Schoner, Norbert 2012-06-13 THOUET Emmanuel 2012-06-13 Behrendt, Martin
<emmanuel.thouet@power.alstom.com>
MaterialDocument
Handling
Document Process
electronically
Status: Approve on Site
released
Cross-Checked by: Cross-Checked by:
2013-07-10 Danzini, Marco 2013-07-10 Locher, Andreas
2013-07-15 Wais, Axel 2013-07-15 Huntington, Chris
2013-07-10 Parker, Joel 2013-07-11 Trippold, Siegfried
Cross-Checked by: Kuldeep
2013-07-11 Tikoo, Cross-Checked
2013-07-11 Schoner,by:
Norbert
Please delete boxes if x-check is not used

Work Instruction
TABLE OF CONTENTS
1. Objective................................................................................................................................................................ 3
2. References ............................................................................................................................................................ 3
3. Scope OF APPLICATION.................................................................................................................................... 3
4. Abbreviations, Terms and Definitions ............................................................................................................. 3
5. Procedures............................................................................................................................................................ 4
5.1. Responsibilities............................................................................................................................4
5.2. Procedures prior to delivery.........................................................................................................4
5.2.1. Checklist tasks.............................................................................................................................4
5.2.2. Storage and reception preparations ............................................................................................4
5.3. Procedures on delivery................................................................................................................4
5.3.1. General ........................................................................................................................................4
5.3.2. Outside and crate check (closed box inspection)........................................................................4
5.3.3. Single item detail check (open box inspection) ...........................................................................5
5.3.4. Actions after positive completion of incoming material checks ...................................................5
5.3.5. Actions after negative completion of incoming material checks..................................................5
5.3.6. Quarantined material ...................................................................................................................5
5.4. General storage ...........................................................................................................................5
5.4.1. Storage of piping and similar rod material...................................................................................6

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5.4.2. Hazardous goods ........................................................................................................................6

5.4.3. Storage/Preservation...................................................................................................................6
5.5. Issuing materials on site ..............................................................................................................6
5.5.1. Release of materials ....................................................................................................................6
5.5.2. Documentation ............................................................................................................................6
5.5.3. Dealing with leftover material ......................................................................................................6
5.5.4. Special Procedure for temporary merchandise traffic .................................................................7
6. Attachments.......................................................................................................................................................... 7

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1. OBJECTIVE
To provide a guideline for the material flow on construction sites, including Warehouse & Laydown
area establishment, the incoming material inspection, the material handling, transport and storage of
materials and identification marking to ensure material traceability and identification at all times.
For support, follow aids of information and handling tools available.

MTA ( Master Tracking Application ), information and access over Alstom intranet
Supplier.net, used for HRSG Material Tracking, information and access on request, LM
Bar code system, if implemented into Project. Training and information construction engineering
department
MHM Resource Planning Tool, information and access via InfoSystem Formsheet

2. REFERENCES

DOC000035 Site NCR Management

DOC001167 Safe Storage at Construction Sites

DOC001179 Piping Traceability

DOC001160Rev.B Site Management Formsheets

GGG/00/M/L---------/EG/001 - B to Gas Colour code for marking of prefabricated and loose delivered
piping materials

PEB/00/-/59907-01-/PP/006 Pembroke site specific procedure for equipment, material

handling, storage and maintenance.

GGG/00/M/---------SITE/IN/100 Bar Site platform User guide

GGG/00/M/---------BARCODE/IN/101 MTA Embedded software ALSTOM user manual

DOC004102 MHM Resource Planning Tool

05000 M&E\05070 M&E Presentations Typical land space requirements for laydown and site
infrastructure

3. SCOPE OF APPLICATION
Applicable to all Erection and Commissioning functions on site, according to the responsibilities of
ALSTOM for the material handling processes.
This document does not cover detailed storage guidelines, but instructions to ensure traceability and
material identification at all times.

4. ABBREVIATIONS, TERMS AND DEFINITIONS

Abbreviation or Term Definition
MHM Material Handling Manager
MHE Material Handling Engineer
SIM Site Manager
SFM Site Finance Manager
MTA Master Tracking Application
Supplier.net HRSG Material Tracking Application
Bar Code System Material Identification System

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5. PROCEDURES

5.1. Responsibilities
The responsibilities for material handling on site may differ by the implemented material handling
strategy on site, which is to be defined initially. The main responsibilities should be aligned to the
specific project strategy and may include the setting up of an operational Warehouse & Laydown area
and a Storage Plan, Material receiving, Damage Control/Insurance, Storage/Preservation/Inventory,
Material Handover and Recycling & Disposal Management of Material. It is mandatory to use MTA and
the Bar Code System.
Independent from this strategy the overall responsibility remains with the Site Management staff
(Material Handling Manager and Site Manager).

5.2. Procedures prior to delivery

As soon as the notice of delivery (Shipping Advice) has been received by the MHM the steps
described in the following need to be carried out.

5.2.1. Checklist tasks

All necessary material certificates need to be available as soon as possible, at the latest by the
expected time of delivery. The required documents and certificates may differ depending on the kind of
material, which is going to be delivered. It is the responsibility of the MHM to verify the required
documents and to verify the completeness of Documents.
In addition, an incoming material list, packing list, part list or similar should be available.

5.2.2. Storage and reception preparations

Before the materials arrive at site, the MHM needs to be aware of the necessary storage and material
handling requirements. This applies especially to chemicals, hazardous goods (DOC001167) and
piping material. The requirements are depending on the storage class for the specified material.
The exact delivery location and time is to be defined and communicated with the supplier and the
involved site staff (MHE, store men, forklift and truck drivers) has to be informed.
All delivery/material related documents have to be filed. In the material inspection register an entry
has to be created and the status has to be set to pending for delivery on DD.MM.YYYY.
In case subcontractors carry out the storage or parts of it, a pre-delivery advice has to be issued and
they have to have all relevant information in regards of preservation, storage conditions and may
additional instructions.

5.3. Procedures on delivery

5.3.1. General
The received goods and materials have to match the documentation and paperwork, such as the
packing lists, customs documents and as far as possible at this stage, the material identification. As
soon as the material arrives on site it is always to be stored (long-term and short-term) in an
accessible location to enable an easy inspection or maintenance without excessive handling to
minimize the risk of damage.
All pipes, vents and other piping material need to be capped and completely sealed to avoid moisture
intrusion. The seals and caps, applied by the manufacturer should remain in place until the piping is
ready for installation or as long as possible. For long-term storage, it might be necessary to take
special measures.
The documents and certificates that arrived with the shipment have to be filed. For this, it is
recommended that the same file is used as mentioned in section 5.2.2. The status of the material in
the material inspection register has to be changed to pending for inspection on DD.MM.YYYY. This
date is to be determined, taking into consideration that every delivery has to be inspected and stored
as soon as possible.

5.3.2. Outside and crate check (closed box inspection)

The first step of the inspection process is to make sure the condition of the packing is appropriate.
Damages here often indicate that the delivered material has a high probability of being damaged.
Each crate has to be fully identifiable by markings on the outside.
The outside and crate check has to be repeated after every stage of the delivery process, if under
ALSTOM responsibility. For example: if the goods arrive at a port and have to be transported to site by
truck. Every loading, unloading or transport can cause damages.

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For piping materials, the correctness of the applied colour code has to be checked as it has to be
compliant to GGG/00/M/L---------/EG/001-B to Gas (colour code for marking of prefabricated and loose
delivered piping materials)

5.3.3. Single item detail check (open box inspection)

This check takes place during the unpacking of the crates. At this stage it is possible to examine every
single item and identify it by the packing list. Also the completeness and correctness of the delivery
has to be verified.
Depending on the material or delivered item, it might be necessary to perform additional checks and
tests. These additional testing requirements have to be defined at an earlier stage. Compare to section
5.2.2 above.
An elaborate and thorough execution of the testing and inspection procedures should result in 100%
material identification rate.
After the completion of all checks and a positive result, the instructions of section 5.3.4 are to be
followed.
In the case of any mismatches, damaged material, incorrect or missing items, it is the MHMs
responsibility to take reasonable actions. In most cases an NCR has to be issued. For further action in
this case, section 5.3.5 is to be followed.

5.3.4. Actions after positive completion of incoming material checks

After performing the checks on the incoming materials and finding everything conform, the material
can be released for storage. The Material Inspection Register has to be updated to the status
inspected. Also the material has to be physically marked by appropriate means as inspected and
approved for storage or use.
In case a separate storage database is in use, an entry has to be created.
All inspection and identification results have to be documented and confirmed by date and signature of
the responsible person. All documentation has to be filed and kept throughout the duration of the
project (until PAC).

5.3.5. Actions after negative completion of incoming material checks

In case the inspection of the shipment is not satisfactory in any way and for any reason, the material is
to be marked accordingly and quarantined as explained in section 5.3.6. This is especially important
for piping and rod material, where special attention has to be devoted to the correctness of the colour
marking.
An NCR has to be issued according to NCR procedure, which initiates the process to find a solution
for the detected discrepancies and an entry in MTA has to be done accordingly. As long as this is
ongoing and no adequate solution has been carried out, the material remains quarantined, marked
and stored separately.

5.3.6. Quarantined material

Material, which has failed the incoming material checks needs to be quarantined. The Material
Handling Manager or a responsible person has to create an entry in the record for quarantined
material; here all relevant information is stored, such as the starting date of the quarantine, the
location, the date of release, the reason for quarantining and the pending verification. Also the Material
Handling Manager has to ensure that access to the storage area for quarantined material is only
granted to authorised personnel. This authorisation initially depends on the Material Handling Strategy
applied on site.

5.4. General storage

All storage areas have to be clearly marked and sub-divided to be compliant with the storage and
traceability requirements of this work instruction. Each storage location must have a clearly defined
purpose and has to be documented and managed by regularly updated plans.
Materials and goods that are stored in the storage areas must be clearly marked whether they are
released and ready for use. All stored materials have to be listed in the storage database.
Once the transfer to the storage area is completed and the materials and goods are in their designated
final location, a receipt on completion of transfer to storage area has to be issued to the MHM by the
staff of the storage area and the storage location has to be recorded in the storage database. This
receipt is to be filed together with the documentations and certificates of the stored goods. The storage
is to be carried out according to the required conditions for the storage class and potential special
needs of the material.

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If material is damaged or lost in the storage area, an NCR has to be issued according to NCR
procedure ,which initiates the process to find a solution for the detected discrepancies and an entry in
MTA has to be done accordingly.
There are also some actions that have to be carried out on a regular basis for maintenance reasons.
An inventory has to be done to be aware of all stored goods to crosscheck with the storage database.
An updated material record report should be issued on the basis of the inventory. A separate register
for tools, especially on-loan tools, should exist and also always be as accurate as possible.

5.4.1. Storage of piping and similar rod material

For the storage of piping material, the general storage guidelines are to be obeyed. Pipes and piping
spools have to be stored within specifically marked storage areas. In addition to that, special attention
has to be brought to the accessibility of the storage area. Appropriate access has to be guaranteed.
To ensure this, the storage area has to be located on flat land and be always travelable, this is
especially important during the winter and for bad weather conditions. The access road has to have
and entry and exit, so a dead-end road is not suitable for this. Also, the access road has to cross the
storage area lengthwise and have enough width to enable a truck to pass another. As the site
conditions vary from one site to the other, the above-mentioned attributes represent an ideal case and
may be adjusted.
If no other special requirements are defined, the pipes are to be set down on multiple square wooden
beams close enough to each other to prevent the pipes from bending. The metal of the pipes must be
separated from the wood by a chemically neutral foil to avoid corrosion by wood treatment.

5.4.2. Hazardous goods

Hazardous goods have to be stored separately and according to DOC001167 (Safe Storage at
Construction Sites) and the individual storage class.

5.4.3. Storage/Preservation
Storage and Preservation of goods may be necessary according to recommendation of ALSTOM or
supplier. Recommendation should strictly follow up given by Supplier. Any preservation controls need
to be followed up according recommendation. MHM is responsible to do so as long as the goods are
stored within the laydown area.

5.5. Issuing materials on site

The process for issuing materials on site depends on the material handling strategy. In case all
material handling is done by ALSTOM, the following applies: Before material can be issued to
subcontractors and workers on site, it has to be approved for storage or use. Furthermore, for the
issue of material, a written and compliant material request form needs to be given to the MHM. The
issue of material can then be initiated, if this request is from an authorized person and the purpose of
the material is given. If material is damaged or lost in the storage area, an NCR has to be issued
according to NCR procedure, which initiates the process to find a solution for the detected
discrepancies and an entry in MTA has to be done accordingly.

5.5.1. Release of materials

The requested material has to be identified 100%. Absolutely no uncertainty about the requested
material is acceptable. If this is given, the necessary preparation for release of the material can be
carried out. The storage database is the tool to be used for locating the stored material. Depending on
the kind of material, it may be necessary to organize a forklift, truck or other equipment.
The applied material handling strategy clearly defines the processes, responsibilities and the transfer
of risk between ALSTOM and the subcontractor for releasing and issuing materials.

5.5.2. Documentation
The issue of material needs to be recorded in the storage database and certified by receipt, which has
to be signed by the acceptor and remains in the storage file.

5.5.3. Dealing with leftover material

It is the responsibility of the MHM to determine if there is leftover material. This has to be
communicated with the initial orderer and the receiver of the material on site. Only if it is absolutely
certain that material in the storage is not going to be needed on site, the MHM can proceed to
organize further utilization or disposal according to the decision of the SIM.

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For re-export (e.g. Carnet-ATA) to the place of origin, section 5.5.4 is to be considered.
Use at other sites: For use at other ALSTOM sites individual arrangements have to be made.
Sell: Selling the leftover material can only be done by authorized employees. This authorization has to
be acquired from the SIM and the MHM. An invoice has to be issued by the SFM to the purchaser. In
case of cash payment a receipt has to be issued on payment and the cash has to be transferred to the
till. Sales per invoice are precedential.
Dispose: The disposal of leftover material has to be organized and carried out according to local laws
and regulations. The disposal also has to be as cost efficient as possible by reasonable planning and
management.

5.5.4. Special Procedure for temporary merchandise traffic

Even though the following is usually the scope of the transport department, the MHM and site staff
need to know the rules and regulations for shipping material and tools to and from site.

A) Merchandise traffic with Carnet-ATA

Depending on the import tax regulations, erection and/or commissioning equipment will be
temporary imported with Carnet-ATA without import taxes (e.g. duty) in to the country where the site is
located. Goods imported temporary with Carnet-ATA, have to be exported completely and not later
than one (1) year after its import.
Goods imported with Carnet-ATA must never be returned to an other destination, than the one it came
from.
Incomplete shipments of goods imported with Carnet-ATA are not accepted.

B) Other dispositions for temporary merchandise traffic

Due to customs regulations in the country of the site, temporary imports may be done country specific,
without Carnet-ATA.
These import regulations are well known to the AP transport department and must be observed for re-
exporting (e.g. depositing a bank guarantee, etc.).
In no case the return of temporary imported goods may be arranged from site without instructions from
the AP transport department.
The necessary instructions have to be obtained in time.

6. ATTACHMENTS

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