expediting & traffic audit checklist -...

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EXPEDITING AND TRAFFICE AUDIT CHECKLIST EXPEDITING EXPEDITING - PROJECT PLANNING AND STARTUP 1. Has an expediting project plan been developed? 2. Has an expediting plan for critical items been developed? 3. Has the level of source expediting for major equipment & materials been determined? 4. Are Expediting Personnel responsible for expediting engineering and other project personnel concerning matters such as: a. Timely issuance of specification and drawing packages? b. Timely checking and returning vendor approval data? c. Timely review and acceptance of certified and record vendor data? 5. Have workhour budgets been established for expediting? 6. Is the workhour budget being tracked and reported as expended versus percent complete? 7. Are computer hardware and expediting systems in place? EXPEDITING - PROJECT EXECUTION 1. Do expediting files and systems reflect telephone contact and supplier replies on: a. Suppliers' invitations to bid? b. Review of RFQ data and proposals? c. Approval data and certified data on drawings, welding procedures, and inspection plans? d. Field reports? e. Material Received Reports? f. Overages? g. Shortages? h. Damage reports? i. Drawing transmittals? j. Memorandums? k. Letters concerning status? l. Source expediting reports?

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EXPEDITING AND TRAFFICE AUDIT CHECKLIST

EXPEDITING EXPEDITING - PROJECT PLANNING AND STARTUP

1. Has an expediting project plan been developed?

2. Has an expediting plan for critical items been developed?

3. Has the level of source expediting for major equipment & materials been

determined?

4. Are Expediting Personnel responsible for expediting engineering and other project

personnel concerning matters such as:

a. Timely issuance of specification and drawing packages?

b. Timely checking and returning vendor approval data?

c. Timely review and acceptance of certified and record vendor data?

5. Have workhour budgets been established for expediting?

6. Is the workhour budget being tracked and reported as expended versus percent

complete?

7. Are computer hardware and expediting systems in place?

EXPEDITING - PROJECT EXECUTION

1. Do expediting files and systems reflect telephone contact and supplier replies on:

a. Suppliers' invitations to bid?

b. Review of RFQ data and proposals?

c. Approval data and certified data on drawings, welding procedures, and

inspection plans?

d. Field reports?

e. Material Received Reports?

f. Overages?

g. Shortages?

h. Damage reports?

i. Drawing transmittals?

j. Memorandums?

k. Letters concerning status?

l. Source expediting reports?

EXPEDITING AND TRAFFICE AUDIT CHECKLIST m. Quality control source reports?

n. Other pertinent documents?

2. Are supplier delays of critical equipment reported instantly to purchasing and

project management?

3. Are there exception reports for the following late projections:

a. Specifications and drawings from project engineering?

b. Supplier approval data?

c. Supplier certified data?

d. Supplier shipments?

4. Is each supplier's performance reviewed early in purchase order processing?

5. Are source expediting planning sheets completed to aid source assignments?

6. Does expediting attend prefabrication meetings?

7. Are prefabrication meeting reports:

a. Produced?

b. Distributed in a timely manner?

8. Are source expediting reports:

a. Produced?

b. Distributed in a timely manner?

9. Does expediting give adequate early warnings of problems?

10. Is source expediting being done as planned?

EXPEDITING - PROJECT CLOSEOUT

1. Have the expediting files been merged with the purchasing files and properly

labeled?

2. Has each file been checked for proper documentation?

EXPEDITING AND TRAFFICE AUDIT CHECKLIST

TRAFFIC

TRAFFIC - PROJECT PLANNING AND STARTUP

1. Has a project traffic plan been:

a. Developed?

b. Approved by project management?

c. Approved by the client?

2. Have project workhour budgets been established for traffic?

3. Do they agree with the proposal estimate?

4. Is the workhour budget being tracked and reported as expended versus percent

complete?

5. Are computer hardware and traffic systems in place?

6. Are Traffic Personnel responsible for updating the Project’s materials and

equipment status and tracking system?

TRAFFIC - PROJECT EXECUTION - DOMESTIC

1. Is there an LTL (Less than Truckload Shipments) manual on the project?

2. Do the project purchasing personnel know how to use the manual?

3. Have flat-bed hauls been identified?

4. Have trucking companies been identified?

5. Have heavy hauls been identified and trucking or other modes of transportation

been arranged for?

6. Have all permits been obtained?

7. Is the jobsite being notified of freight shipments in a timely manner?

8. Has the traffic coordinator visited the jobsite to review the traffic plan and discuss

any special handling requirements?

9. Is a system in place for the jobsite to report transportation damage?

10. Does the traffic coordinator witness the loading of special or heavy-haul loads?

EXPEDITING AND TRAFFICE AUDIT CHECKLIST

TRAFFIC - PROJECT EXECUTION - INTERNATIONAL

1. Has the freight forwarder been identified?

2. Is the freight forwarder aware of the project scope and requirements?

3. Has an export crater been identified?

4. Is the export crater aware of the project requirements for packing?

5. Are customs requirements known?

6. Are procedures in place to make sure all customs paperwork is produced and

available?

7. Are special transportation requirements for heavy-haul and oversized shipments

known?

8. Are contracts in place for ocean freight charters or standard bookings?

9. Are contracts in place for airfreight charters or standard commercial airfreight?

10. Is a system in place to fund charters on short notice?

11. Is a system in place for damage reports?

12. Is the jobsite being informed of freight shipments in a timely manner?

13. Does the traffic coordinator witness special ocean and air-charter loadings?

14. Has the coordinator visited the jobsite to review:

a. Handling procedures at docks?

b. Handling procedures at airports?

c. Handling procedures at laydown facilities?

d. Inland transportation and routing?

e. Is there a report on file?

TRAFFIC - PROJECT CLOSEOUT

1. Have the traffic files been properly labeled and sent to be stored with the

purchasing documents?

2. Has each file been checked for proper documentation?