Workshop Records, Job Records, Maintenance Records and Tool Cards for SS 3

Class: SS 3
Term: First Term
Week: 5
Age: 17 years
Duration: 60 minutes
Subject: Upholstery
Previous Lesson: Workshop Personnel and Their Roles
Topic: WORKSHOP RECORDS AND MATERIALS
Subject Matter: Types of workshop records; Job record; Maintenance record; Attendance register; Tools card; Stock card etc; ICT storage facilities; The concept of materials control; Sources of materials; Procurement of materials; Storage; receiving, stocking, issuing, and retrieving

Specific Objectives

By the end of the lesson, pupils/students should be able to:

Cognitive Domain

• Define workshop records and material control.
• List different types of workshop records.
• Explain the purpose and content of job records, maintenance records, attendance registers, tool cards, and stock cards.
• Identify various sources of upholstery materials.
• Explain different methods of material procurement.
• Describe the processes involved in receiving, stocking, issuing, and retrieving materials.

Affective Domain

• Appreciate the importance of accurate record-keeping in a workshop.
• Value efficient material control for cost-effectiveness and operational efficiency.
• Develop an interest in utilising ICT for record management.

Psychomotor Domain

• Develop a basic format for a given workshop record.
• Demonstrate the proper way to fill out a simple job record or tool card.
• Apply basic principles of material storage and retrieval.

Social Domain

• Participate actively in discussions about effective workshop management.
• Collaborate with peers to identify solutions for material control challenges.

Reference Materials

The following resources were used in planning this lesson:

• 2014 Senior Secondary Education Curriculum (SSEC)
• Relevant State Unified Scheme of Work
• Approved Upholstery textbooks for Senior Secondary Schools
• FCT ERC/NAPPS Scheme of work

Instructional Materials

The teacher will teach this lesson with the aid of:

• Charts showing examples of workshop records (Job Card, Maintenance Record, Attendance Register, Tool Card, Stock Card).
• Sample blank record forms.
• A computer or projector to display examples of ICT storage for records (e.g., spreadsheet).
• Various upholstery material samples (fabric, foam, springs) to illustrate storage concepts.

Rationale for the Lesson

This lesson is important because effective workshop management in upholstery relies heavily on accurate record-keeping and efficient material control. Understanding these concepts helps students manage resources, track progress, control costs, and ensure the smooth operation of an upholstery business. It provides practical skills essential for future entrepreneurs and skilled workers in the trade.

Prerequisite/Previous Knowledge

Pupils/students should have basic knowledge of workshop tools, materials used in upholstery, and general workshop safety practices.

Lesson Content/Board Summary

WORKSHOP RECORDS AND MATERIALS

Types of Workshop Records

Workshop records are documents used to keep track of various activities, resources, and processes within an upholstery workshop. They are essential for planning, monitoring, and evaluating operations. Common types include:

1. Job Record (Job Card): Documents details of specific upholstery projects.
2. Maintenance Record: Tracks the servicing and repair of workshop machinery and tools.
3. Attendance Register: Records the presence and absence of staff or apprentices.
4. Tools Card: Used to track the issuance and return of tools to workers.
5. Stock Card: Monitors the movement (in and out) of materials and finished goods.
6. Sales Record: Documents sales transactions and customer details.
7. Safety Record: Records incidents, accidents, and safety inspections.

Purpose and Content of Specific Workshop Records

Job Record (Job Card)

A job record is a document that details all information related to a specific upholstery project from start to finish. Its purpose is to track progress, materials used, labour hours, and costs for each job.

Typical content includes:

1. Job Number/Reference
2. Customer Name and Contact Details
3. Date Received and Expected Completion Date
4. Description of Work (e.g., re-upholstering a sofa, custom chair fabrication)
5. Materials Used (type, quantity, cost)
6. Labour Hours (worker’s name, hours spent)
7. Special Instructions or Notes
8. Quality Control Checks
9. Final Costing and Invoice Details

Maintenance Record

A maintenance record keeps track of all maintenance activities performed on workshop equipment, machinery, and tools. Its purpose is to ensure equipment longevity, prevent breakdowns, and maintain safety standards.

Typical content includes:

1. Equipment Name and Serial Number
2. Date of Purchase/Installation
3. Maintenance Type (e.g., routine service, repair, calibration)
4. Date of Maintenance
5. Description of Work Performed
6. Parts Replaced or Repaired
7. Cost of Maintenance
8. Name of Technician
9. Next Scheduled Maintenance Date

Attendance Register

An attendance register is used to record the daily presence or absence of employees, apprentices, or students in the workshop. Its purpose is to monitor punctuality, track working hours, and for payroll or disciplinary purposes.

Typical content includes:

1. Date
2. Name of Employee/Apprentice
3. Time In
4. Time Out
5. Signature
6. Remarks (e.g., leave, sick, late)

Tools Card

A tools card is a system used to track tools issued to workers and ensure their return. Its purpose is to prevent loss, damage, and unauthorised use of workshop tools.

Typical content includes:

1. Tool Name and Identification Number
2. Date Issued
3. Name of Person Issued To
4. Signature of Receiver
5. Date Returned
6. Condition of Tool (on issue and return)
7. Remarks (e.g., damaged, lost)

Stock Card

A stock card is a record used to monitor the movement of specific items of material or finished goods in and out of the workshop store. Its purpose is to maintain accurate inventory levels, prevent stockouts, and control material costs.

Typical content includes:

1. Material Name/Description
2. Stock Code/Item Number
3. Maximum Stock Level
4. Minimum Stock Level/Re-order Level
5. Date of Transaction
6. Reference (e.g., Goods Received Note, Issue Requisition)
7. Quantity Received (In)
8. Quantity Issued (Out)
9. Balance in Stock
10. Unit Price

ICT Storage Facilities for Records

Information and Communication Technology (ICT) offers efficient ways to store and manage workshop records digitally. This can significantly improve accuracy, accessibility, and security compared to manual paper-based systems.

Examples of ICT storage facilities include:

1. Spreadsheet Software (e.g., Microsoft Excel, Google Sheets): Simple and effective for creating and managing various records like stock lists, job costing, and attendance.
2. Database Management Systems (DBMS): More robust for large volumes of data, allowing complex queries and reporting for inventory, customer management, and project tracking.
3. Cloud Storage (e.g., Google Drive, Dropbox, OneDrive): Allows records to be stored online, accessible from multiple devices, and provides backup solutions.
4. Specialised Workshop Management Software: Integrated solutions designed specifically for managing jobs, inventory, customer relations, and finances in a workshop setting.

Concept of Materials Control

Materials control refers to the systematic process of managing the flow of materials from their acquisition to their final use in production. Its purpose is to ensure that the right quality and quantity of materials are available at the right time, at the right place, and at the lowest possible cost, while minimising waste and theft.

Key objectives of materials control include:

1. Minimising material waste and spoilage.
2. Preventing theft and unauthorised use.
3. Ensuring continuous supply for production.
4. Reducing storage costs.
5. Maintaining optimal stock levels.
6. Providing accurate material cost data for job costing.

Sources of Materials

Upholstery materials can be sourced from various suppliers, depending on the type and quantity needed:

1. Manufacturers: Direct from factories producing fabrics, foam, springs, etc., often for bulk purchases.
2. Wholesalers/Distributors: Companies that buy in large quantities from manufacturers and sell to retailers or workshops.
3. Retailers: Local shops selling upholstery fabrics, tools, and accessories.
4. Local Markets: For certain traditional fabrics, stuffing materials, or small components.
5. Online Suppliers: E-commerce platforms offering a wide range of materials, often with delivery options.
6. Salvage/Recycling: Sourcing materials from old furniture for restoration projects or specific components.

Procurement of Materials

Procurement is the process of acquiring goods, services, or works from an external source. For upholstery materials, it involves several steps to ensure the best value and quality.

Methods of procurement include:

1. Direct Purchase: Buying directly from a supplier without formal bidding, suitable for small, urgent, or unique items.
2. Competitive Bidding (Tendering): Inviting multiple suppliers to submit bids for a specific quantity and quality of materials, ideal for larger purchases to ensure competitive pricing.
3. Negotiation: Direct discussion with a supplier to agree on terms, price, and delivery, often used for specialised or long-term supply contracts.

Steps in procurement:

1. Identify material needs.
2. Prepare specifications.
3. Identify potential suppliers.
4. Request for quotations/bids.
5. Evaluate bids and select supplier.
6. Place purchase order.
7. Receive and inspect materials.
8. Process payment.

Storage of Materials

Storage refers to the safe and organised keeping of materials and finished products until they are needed. Proper storage is crucial for preserving material quality, preventing damage, and ensuring easy accessibility.

Principles of good storage:

1. Security: Protect materials from theft, fire, water damage, and pests.
2. Accessibility: Arrange materials for easy retrieval and movement.
3. Preservation: Store materials under appropriate conditions (temperature, humidity) to prevent spoilage or degradation.
4. Organisation: Use clear labelling, shelving, and systematic arrangements.
5. Space Utilisation: Maximise storage space efficiently.

Receiving Materials

This is the first step when materials arrive at the workshop. It involves:

1. Unloading: Carefully removing materials from the delivery vehicle.
2. Inspection: Checking materials against the purchase order for quantity, quality, and damage.
3. Documentation: Signing delivery notes, preparing Goods Received Notes (GRN), and updating relevant records.
4. Segregation: Separating accepted materials from damaged or incorrect items.

Stocking Materials

This involves placing received materials into their designated storage locations in an organised manner.

1. Categorisation: Grouping similar materials together (e.g., fabrics, foam, springs).
2. Labelling: Clearly marking storage bins, shelves, or material bundles with item descriptions, stock codes, and quantities.
3. First-In, First-Out (FIFO): Arranging materials so that older stock is used before newer stock to prevent obsolescence or spoilage.
4. Proper Placement: Storing heavy items on lower shelves, fragile items in protected areas, and frequently used items in easily accessible spots.

Issuing Materials

This is the process of releasing materials from storage for use in production or for specific jobs.

1. Requisition: A worker or supervisor submits a material requisition form specifying the required materials and quantity.
2. Authorisation: The requisition is approved by a designated authority (e.g., workshop manager).
3. Picking: Materials are retrieved from storage according to the authorised requisition.
4. Documentation: The stock card or inventory system is updated to reflect the issued quantities.
5. Verification: The person receiving the materials signs to confirm receipt.

Retrieving Materials

This refers to the act of locating and taking out specific materials from storage when needed. It is closely linked with issuing but focuses on the physical act of finding the item.

1. Locating: Using stock codes, labels, and inventory records to find the exact storage location of the required material.
2. Accessing: Safely retrieving the material from its shelf or bin.
3. Recording: Updating the stock card or inventory system to show the material has been removed.
4. Returning: If excess material is retrieved, ensuring the unused portion is properly returned to stock and recorded.

Teaching Methods/Instructional Techniques

Discussion, Demonstration, Guided Practice, Question and Answer, Explanation, Practical Activity

Instructional Procedures

Step 1: Introduction

Time: 5 minutes

Teaching Skill: Engaging, Questioning

Teacher’s Activity: The teacher greets the students and asks them about the importance of keeping records in everyday life (e.g., school attendance, money spent). The teacher then links this to the need for records in an upholstery workshop.

Pupils’ Activity: Pupils respond to the questions and share their ideas on why records are important.

Learning Point: Importance of records.

Step 2: Explanation of Workshop Records

Time: 10 minutes

Teaching Skill: Explanation, Listing

Teacher’s Activity: The teacher defines workshop records and lists the various types, such as Job Records, Maintenance Records, Attendance Registers, Tools Cards, and Stock Cards, using charts for illustration.

Pupils’ Activity: Pupils listen attentively, ask questions for clarification, and identify the different types of records.

Learning Point: Types of workshop records.

Step 3: Detailed Content of Records

Time: 10 minutes

Teaching Skill: Explanation, Detailing

Teacher’s Activity: The teacher explains the purpose and outlines the typical content of Job Records, Maintenance Records, and Attendance Registers, showing examples on charts or projected images.

Pupils’ Activity: Pupils observe the examples, take notes, and ask questions about specific fields in the records.

Learning Point: Content of workshop records.

Step 4: Tools Card and Stock Card

Time: 8 minutes

Teaching Skill: Demonstration, Guided Practice

Teacher’s Activity: The teacher demonstrates how to fill out a simple Tools Card and a Stock Card using blank sample forms. The teacher also introduces the concept of ICT storage facilities for these records, showing a basic spreadsheet example if possible.

Pupils’ Activity: Pupils observe the demonstration, ask questions, and practice filling out parts of the sample forms.

Learning Point: Tool and stock management.

Step 5: ICT Storage and Material Control

Time: 7 minutes

Teaching Skill: Explanation, Discussion

Teacher’s Activity: The teacher explains the concept of materials control, its importance, and objectives. The teacher also discusses the advantages of using ICT for storing workshop records.

Pupils’ Activity: Pupils participate in the discussion, sharing their understanding of material control and the benefits of ICT.

Learning Point: Material control concept.

Step 6: Sources, Procurement, and Storage Processes

Time: 10 minutes

Teaching Skill: Explanation, Outlining

Teacher’s Activity: The teacher identifies various sources of upholstery materials and explains different methods of procurement. The teacher then details the processes of receiving, stocking, issuing, and retrieving materials, emphasising proper storage principles.

Pupils’ Activity: Pupils listen, take notes, and ask questions about the material flow processes.

Learning Point: Material flow processes.

Step 7: Evaluation/Review

Time: 5 minutes

Teaching Skill: Questioning/Assessment

Teacher’s Activity: The teacher evaluates the learning by asking the following questions:

1. List three types of workshop records.
2. State two pieces of information found on a Job Record.
3. Explain the meaning of materials control.
4. Mention two ways ICT can help in record keeping.
5. Describe one step in receiving materials.

Pupils’ Activity: Pupils answer orally and in writing.

Learning Point: Understanding workshop management.

Step 8: Note-Taking

Time: 10 minutes

Teaching Skill: Guided Writing

Teacher’s Activity: The teacher guides pupils/students to copy the essential Board Summary notes on workshop records and material control into their notebooks.

Pupils’ Activity: Pupils/students copy the notes carefully into their notebooks.

Learning Point: Recording lesson notes.

Step 9: Conclusion

Time: 5 minutes

Teaching Skill: Summarising, Reinforcement

Teacher’s Activity: The teacher summarises the key points of the lesson, reiterating the importance of accurate record-keeping and efficient material control for the success of any upholstery workshop. The teacher encourages students to apply these principles in practical settings.

Pupils’ Activity: Pupils listen and ask any final questions.

Learning Point: Reinforcing workshop management.

Continuous Assessment/Further Study

Type: Homework

Instruction: Answer the following questions in your notebook:

1. Design a simple Job Record format for re-upholstering a dining chair, including at least five essential fields.
2. Identify three common upholstery materials and suggest appropriate storage conditions for each.
3. Research and write a short paragraph on how a small upholstery business in your community manages its material procurement.

Lesson Keywords

• Workshop Records – Documents used to track activities, resources, and processes in a workshop.
• Job Record – A document detailing information about a specific upholstery project.
• Maintenance Record – A record of servicing and repairs done on equipment.
• Attendance Register – A document for recording staff or apprentice presence.
• Tools Card – A system for tracking the issuance and return of tools.
• Stock Card – A record monitoring the movement of materials in and out of storage.
• ICT Storage – Using digital technology (e.g., spreadsheets, databases) to store records.
• Materials Control – Systematic management of materials from acquisition to use.
• Procurement – The process of acquiring materials from external sources.
• Receiving – The process of inspecting and documenting incoming materials.
• Stocking – Organising and placing materials into storage.
• Issuing – Releasing materials from storage for use.
• Retrieving – Locating and taking out specific materials from storage.

Differentiation

Support: Provide simplified record templates for struggling learners and offer one-on-one guidance during practical activities. Focus on identifying and listing key record types and basic material control steps.

Extension: Challenge advanced learners to research and present on advanced inventory management techniques (e.g., just-in-time inventory) or to create a digital record-keeping system using spreadsheet software for a hypothetical upholstery workshop.

Suggested Lesson Videos

For further understanding, students can search on YouTube for:

• “Importance of record keeping in workshops”
• “Types of workshop records explained”
• “Material control in small businesses”
• “Inventory management for workshops”