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A SYSTEM 
 MANUAL 
 
 For the Use of the Executive 
 
 Officers and Purchasing Agents 
 
 of the 
 
 i L^ 
 
 C^ ^ 
 
 United States Steel 
 Company 
 
 > » 
 
 EVERETT, MASSACHUSETTS 
 
 NINETEEN HUNDRED AND THREE 
 
THE LIBRARY OF 
 CONGRESS. 
 
 Two Copies Receiv*^ 
 
 AUG 1903 
 
 « Copyneht Entry 
 
 CUSS '^ XXc.N». 
 
 t ^1= If <^ 
 COPY B. 
 
 
 Copyright Applied for 
 
 1903, BY 
 
 Chas. S. Miller and Benj. A. Franklin 
 
 •j-'d.^'ilb 
 
SYST E M 
 
 System — Why ? 
 
 Modern business methods progress continually 
 towards a scientific standpoint. Competition forces 
 methods that seek to eliminate or minimize human 
 error. The clerical and executive functions of a large 
 business, if left to the discretion of individuals, de- 
 velop a failure to do the same things twice in the 
 same way. Errors involving revision of work, uncon- 
 scious change in policies, and often worse results con- 
 stantly occur. These errors cost dollars and cents. 
 Ultimately they enter into the cost of product, if a 
 manufacturing business, or the cost of marketing if a 
 commercial business. The concern producing an op- 
 eration at the lowest cost becomes the keenest blade 
 in competitive conflict. 
 
 Thus, Business System becomes as important as 
 cost of raw material. 
 
 There are good and bad methods for a clerk who 
 merely tends a soda-fountain. The quantity of syrup 
 in each drawing, the condition of the soda, the cleans- 
 ing of the glasses, the handling of the money, can be 
 expressed in writing. Once in writing, the proprietor 
 can study and observe. As he perceives possibilities 
 of improvement in saving of time, or other ways, he 
 changes his system, always in writing, in one point 
 or another. After a while he has it so improved he 
 can change it but rarely. But the written system 
 stands always as a standard for the clerk, and he 
 must not deviate from it. He can recommend 
 
SYSTEM 
 
 changes, but the proprietor alone can change. That 
 clerk leaves, another takes his place, but the standard 
 is fixed by the written system, based upon past expe- 
 rience. The management of the soda-fountain re- 
 mains as before. 
 
 Thus, the proprietor, spending a total of a few 
 hours a year, fixes a certain standard of performance 
 for his clerks, that, improved from time to time, will 
 last as long as the business does. 
 
 So each function of a great business can be ex- 
 pressed in writing. Their first writing may be done 
 by an individual, submitted to others, in turn or in 
 meeting, changes and improvements made, and finally 
 adopted. But the improvement of these writings 
 never ceases. Every one they affect can recommend 
 changes. 
 
 These changes are considered by the proper au- 
 thority — perhaps a meeting is called. If changes are 
 adopted the old system is recalled, the amended sys- 
 tem is issued, bearing the words " corrected up to 
 190 ," and stands as the standard. 
 
 The old question of " Why did n't you do it the 
 way you were told, or the most intelligent way ? " is 
 replaced by the more modern question, " Why did 
 you not follow our written system ? " The penalties 
 for disregarding system can be fixed in advance and 
 become a part of the employee's record, affecting his 
 promotion. Thus many of his duties may be removed 
 from the realm of his inexperience and discretion and 
 become part of a code which he must obey. 
 
 The following pages present, not a theoretical, but 
 2i practical Application of System. It is, in fact, the 
 
SYSTEM 
 
 system in constant use in the Steel Casting Plant of 
 the United States Steel Co., at Everett, Mass., 
 corrected to May i, 1903. 
 
 Our Method of Arriving at System. 
 
 The most effective system is the one that is sim- 
 plest and most easily understood. Hence we adopt a 
 definite method of expression, setting forth, (i) the 
 main thought or principle involved, (2) the objects 
 it is desired to attain, (3) the methods of accomplish- 
 ment, and (4) duties pertaining to the operation. 
 
 A system must be complete in that it covers the 
 whole field. And yet it must be composed of such 
 independent factors that each part can be separately 
 considered and enforced. With this idea in view, we 
 divide our work into departments according to the 
 operations or principles involved. Each department 
 is guided by a system as far as its operations are sus- 
 ceptible thereof. 
 
 The effectiveness of a system should be, not a 
 matter of opinion, but of absolute record. Hence 
 our system records results of quality, quantity, or 
 other desired items obtained in each department. 
 
 But records of results are valueless unless used as 
 levers for betterment. Hence regular reports of results 
 of each department are made to executives for criti- 
 cisms, compelling, possibly, changes of men or meth- 
 ods. This leads often to the question of expertness 
 and proper organization. Hence the work of system- 
 atizing divides itself into these headings : — 
 
SYSTEM 
 
 1. Division into Departments. 
 
 2. System for Each Department. 
 
 3. Records and Reports for Each Department. 
 
 4. Study of Organization from Results Shown 
 
 by Said Reports. 
 
 System is useless if resting on spoken direction or 
 agreement. We therefore write it out in plain, meth- 
 odical terms and permit no deviation from the writ- 
 ten system. 
 
 Again, system is useless if not strictly adhered to. 
 A clerical force is varied in nature. There is an in- 
 clination to keep the force in close limits as to num- 
 ber. There is the danger of an overcrowding of du- 
 ties on to one willing head, or a rush of work, or 
 even a possible disagreement with the prescribed 
 methods on the part of the worker. All these lead to 
 a lapse of the system, an eventual dropping of it, and 
 consequent loss and error. We therefore provide a 
 System Inspector, one without authority, but whose 
 sole duty is to daily pursue a written itinerary through 
 each written system to see that in every detail it is 
 followed, and that no errors are being made. In case 
 of a lapse or error discovered, again we avoid the 
 spoken correction. It is the duty of the System In- 
 spector, not to criticize or comment, but in a book 
 provided therefor to note lapse or error, and demand 
 the signature thereto of the perpetrator. This book 
 establishes then a record of accuracy and attention 
 of all system followers. 
 
 In aid of this method, all errors, complaints, or 
 lapses observed by those in authority, or by those 
 
SYSTEM 5 
 
 whose performance of duty is affected thereby, are 
 simply reported to System Inspector. He traces 
 them down and obtains signatures therefor. This 
 saves time and worry to executives, and leaves them 
 at regular intervals in possession of actual records of 
 the accuracy and attention to duty of their forces. 
 
 Finally, as an encouragement to alertness, accu- 
 racy, and attention, a quarterly bonus is established 
 for each worker under the system, out of which is 
 deducted a fixed amount for deficiencies discovered 
 by System Inspector. The good man proves a good 
 record and gets an increased rate. The careless man 
 shows a poor record and loses a prospective gain. 
 
 To summarize, then, we devise 
 
 1. Department. 
 
 2. Organization. 
 
 3. System. 
 
 4. Record and Report. 
 
 5. System Inspector. 
 
 6. Bonus. 
 
 c 
 
 Description of System, 
 
 OBJECT. — To relieve the managers of repeatedly 
 giving certain instructions. 
 
 To relieve them of the duty of seeing that details 
 are being faithfully carried out. 
 
 To give certain persons permanent instructions 
 as to what is expected of them. 
 
 To establish a measure of the accuracy of the 
 
6 SYSTEM 
 
 work of each person involved, which will assist in 
 determining their future standing with the Company. 
 
 To prevent errors which lead to later trouble, 
 involving annoyance to customers, loss of time and 
 reputation. 
 
 ACCOMPLISHMENT. -A description of every 
 mechanical step. 
 
 A carefully considered and minute description of 
 clerical steps necessary to create records whereby 
 the status and detail of operation of every pattern 
 and every order can be most readily reached at any 
 time of its progress. 
 
 Example from Tracer System. — Mail that comes 
 over before i p.m. must be answered the same day, 
 except Saturday. Mail that comes over after i p.m., 
 and Saturday's mail, must be answered before 4 p.m. 
 the next day, etc., etc., etc. 
 
 Such description posted up in the department to 
 which it applies, and a copy handed to each person 
 involved in the system. 
 
 The establishment of a bonus and fine system, 
 whereby each person involved in the system is en- 
 titled to a bonus at end of every three months of $25, 
 from which, however, a prescribed fine is deducted 
 for every omission to follow the steps laid down in 
 the system, and for every clerical error. 
 
 The appointment of a System Inspector, whose 
 sole duty shall be to search for omissions of system 
 and clerical errors. When he discovers one he writes 
 a description of the error in a book that he carries, 
 and obtains signature of the party who is to be fined. 
 If party protests against the justice of fine System 
 
SYSTEM 
 
 Inspector shall refer it promptly to President, or 
 General Manager, who will settle the matter and 
 order the book to be signed. 
 
 A book is furnished the System Inspector, known 
 as the " Itinerary." Under each subject is itemized 
 the particular point into which he is expected to en- 
 quire. 
 
 Example from Tracer Department. — Note if file of 
 letters of inquiry comes daily from main office, with 
 tracer, giving information as to condition of orders ; 
 if mail that comes over before i p.m. is answered same 
 day (except Saturday) ; and if mail that comes over 
 after i p.m. is answered before 4 p.m. next day. 
 
 System Inspector places fines for the Company, 
 which are debited to each individual against his 
 bonus. One month after end of each quarter the bal- 
 ance will be paid to individual. It is evident that the 
 individual receiving the largest bonus will also ex- 
 hibit best record, and vice versa. The Inspector is ex- 
 pected to discover as many errors as possible, thereby 
 reducing the amount of bonus the Company has to 
 pay, which of course redounds to his credit, and the 
 amount of fines is expected to exceed his salary, so 
 that in a sense he becomes self-supporting. 
 
8 SYSTEM 
 
 Skeleton System for Progress of Order, 
 
 Pattern, and Casting Through 
 
 the Works to Shipment. 
 
 c 
 
 A. Progress of Order. 
 
 I. Order arrives. 
 
 Goes to Credit Man to pass on credit. 
 
 Goes to Estimator to O. K. on price. 
 
 Goes to Order Clerk in main office. 
 
 Goes to Superintendent, who decides it to be 
 O. H. or Crucible and makes date of ship- 
 ment. 
 
 6. Goes to Tracer Department, where dates of 
 
 shipment are noted. 
 
 7. Goes to Pattern-shop, where it meets the pat- 
 
 tern. 
 
 B. Progress of Pattern. 
 
 1. Pattern arrives, if not already here, and must 
 
 be sent at once to Pattern-shop by person re- 
 ceiving it. 
 
 2. Pattern is stamped and identified with order, 
 
 and properly tagged with number to be made 
 from it. 
 
 C. Progress of Pattern and Orders. 
 
 I. At Pattern-shop, order and patterns having 
 been identified, tracers and main office or- 
 ders are made out, and tags, properly marked, 
 are put on patterns. 
 
SYSTEM 9 
 
 2. At specified hour O. H. and Crucible Shippers 
 
 come to Pattern-shop and identify pattern 
 with tracer, making sketch of pattern on 
 tracer in order to identify casting later for 
 proper shipment. 
 
 3. Tracers are sent to Tracer Department, where 
 
 they are entered into books consecutively as 
 to date and order number, and as an O. H. 
 or Crucible order. 
 
 4. Patterns for both O. H. and Crucible shop shall 
 
 be taken to respective shop and receipted 
 for in Day-book B (see Pattern System) by 
 men in charge of patterns at O. H. or Cru- 
 cible. Vice versa, patterns returned to Pat- 
 tern-shop must be signed for by Pattern Man 
 in O. H. or Crucible Pattern Day-book. 
 
 5. Tracer goes from Tracer Department to O. H. 
 
 or Crucible Shipper, who makes and records 
 shipments on tracers. 
 
 6. Tracer is then sent to main office, where it is 
 
 checked with main office order as to accu- 
 racy of shipment. 
 
 7. Tracer, when order is complete, is returned to 
 
 Tracer Department, where it is noted in 
 book as complete. 
 
 D. Progress of Casting. 
 
 1. Mould is made, dried, closed, poured, and 
 
 stripped under charge of Foreman of Mould- 
 ers. 
 
 2. Casting is cleaned, risers cut off, prepared for 
 
 shipment, inspected by Inspector of Cast- 
 
10 SYSTEM 
 
 ings, weighed and shipped under direction 
 of head of Chipping Department. 
 3. Bill is made out from shipping memorandum 
 and bill of lading made out under direction of 
 Chief Clerk. 
 
 Order is now complete, and pattern returned to 
 Pattern-shop for storage. 
 
SYSTEM 11 
 
 Pattern-shop System. 
 
 c 
 
 Pattern Clerk. 
 
 In handling patterns two interests are served, the 
 customer's interest and the work's interest. They run 
 generally together. The main points to be observed 
 are that the pattern is complete, with nothing miss- 
 ing ; that it is in proper shape to mould successfully ; 
 that it gets to the moulding-floor with all accessories, 
 such as core-boxes, etc., complete ; that it is properly 
 marked so that desired number is made ; and that it 
 is returned and kept in as good shape as received, 
 and upon request returned promptly to customer. 
 The following system is devised to bring forth these 
 results. 
 
 OBJECT- — To identify pattern with customer's 
 order, properly tag, and send complete to Moulding- 
 shop for moulding. 
 
 ACCOMPLISHMENT. — As soon as patterns and 
 orders are both received, after identifying pattern 
 with order, the Pattern Clerk shall fill in works' order- 
 blank sent from main office as copy of customer's 
 original, with consecutive foundry order number and 
 pattern number, obtaining pattern number from Pat- 
 tern-shop Day-book A. He shall enter these orders 
 by customers' names in small book under date, and 
 send main office orders, with initial, date and hour 
 as provided by time-check, and book, to main office, 
 where small book is to be signed, showing return of 
 the orders. 
 
12 SYSTEM 
 
 He shall make out long and short red tags for 
 Open Hearth and short and long green tags for Cru- 
 cible patterns, filling out cards provided therefor with 
 every detail on both sides; and at same time he shall 
 make out order tracers for moulding, casting, and 
 shipping, on tracer-blanks provided therefor, for 
 Open Hearth and Crucible plants. 
 
 He shall send to Tracer Department first thing 
 every morning a list of customers' patterns returned 
 previous day, retaining a carbon copy of same for ref- 
 erence. This list must be sent daily, even if there 
 are no entries on it. 
 
 He shall report to Cost Department, daily, number 
 of orders on hand not issued, in order that it may be 
 inserted in daily history. 
 
 He shall see that riser bottoms with size riser 
 stamped on it shall be put on patterns, and thajt pat- 
 terns are delivered at earliest moment to Moulding- 
 shop, as provided in Pattern Handler system. 
 
 In case of orders received and no patterns therefor, 
 or patterns received and no orders therefor, the Pat- 
 tern Clerk shall, within four days after receipt of 
 either, notify the Tracer Department, which shall 
 transfer knowledge of this condition to customer in 
 writing. In case of orders received for patterns we al- 
 ready have, if said patterns cannot be located within 
 four days, Tracer Department shall be notified, and it 
 shall request customer to send sketch or other iden- 
 tifying data. 
 
 OBJECT-— To keep record for quick future identi- 
 fication and care of customers' patterns and to facili- 
 tate return thereof quickly upon request. 
 
SYSTEM 13 
 
 ACCOWIPLISHIVIENT--Pattern Clerk shall en- 
 ter into Pattern Records Book provided therefor a 
 sketch of pattern, giving main dimensions. 
 
 He shall post every afternoon Day-books A and 
 B record (see Pattern Handler system) into Pat- 
 tern Records Book, and Customers' Pattern Records 
 Book. 
 
 He shall allot patterns, on return from Moulding- 
 shop, to proper bins, and record same in Pattern 
 Record Book (see Pattern Handler system), seeing 
 that it is put away complete and in proper repair. 
 
 Upon order of Tracer Department written in Pat- 
 tern Return Book he shall box pattern properly and 
 return to customer, being sure that patterns are re- 
 turned in good repair and as quickly as possible. 
 
 He shall acknowledge appreciation of order by in- 
 itialing it on receipt and marking pattern returned 
 with initials, on fulfilment. These returns shall be 
 entered into Pattern Records Book by checking from 
 Receipt-book stub and receipts obtained from Ex- 
 press Company; or, if returned by freight, receipts 
 from Open Hearth Shipper. If pattern to be returned 
 cannot be found in four days he shall notify Tracer 
 Department in writing, which department shall take 
 the matter up with Superintendent for some definite 
 decision as to course to pursue. 
 
 He shall send to Cost Department, daily, number 
 of orders to return patterns not filled, that it may be 
 inserted in daily listing. 
 
 All letters from this department are to go to desti- 
 nation through Tracer Department. 
 
 Duties. — The duties of the Pattern Clerk shall be 
 
14 SYSTEM 
 
 to see that all patterns are received, properly and 
 promptly recorded, put into work, properly cared for, 
 and promptly returned upon request. He must hold 
 communication with customers through the Tracer 
 Department. He shall have charge of the Pattern 
 Handler. 
 
 System for Pattern Handler. 
 
 OBJECT.— To properly receive, number, put into 
 work, receive back, and store patterns. 
 
 ACCOMPLISHMENT.- Upon receipt of pattern 
 from customer, Pattern Handler shall enter the same 
 properly in Day-book A, giving customer's name, and 
 mark, showing the total of parts, loose pieces and 
 core-boxes, and number of pieces pertaining to core- 
 boxes of each pattern. He shall then stamp patterns 
 with next consecutive works' number, and paste la- 
 bels on, giving customer's name, marks, and our pat- 
 tern number. 
 
 He shall note on Day-book A condition of pattern, 
 whether O.K. or broken, or parts or core-boxes miss- 
 ing. If broken, or parts missing, condition shall at 
 once be reported to Pattern Maker for repair. 
 
 Pattern Handler shall deliver pattern to Crucible, 
 with tags attached, by noon of the day following re- 
 ceipt of pattern, obtaining receipt from the Receiving 
 Clerk in Day-book B. Patterns going to O. H. De- 
 partment must have tags attached and be entire, in 
 the sense of having all loose pieces bradded to the 
 patterns and also core-boxes with loose pieces brad- 
 ded and core-prints all together. They must go to 
 O. H. by noon of the second day after receipt of pat- 
 
SYSTEM 15 
 
 terns, the Pattern Handler obtaining receipt of O. H. 
 Receiving Clerk in Day-book B, provided riser bot- 
 toms are on. Pattern Handler shall notify O. H. De- 
 partment Receiving Clerk such deliveries are ready, 
 informing him as to number, size, etc., so that Re- 
 ceiving Clerk may know how many men to send for 
 them. Core-boxes for O. H. Patterns shall be deliv- 
 ered to Core-box House and receipt obtained from 
 Foreman Core Maker. 
 
 He shall listen to man who brings patterns from 
 O. H. Department and Crucible Department, call off 
 list of same, and sign O. H. or Crucible Day-book 
 and enter them into his Day-book B as a record of 
 Pattern Department, having received back patterns. 
 
 Patterns received from O. H. and Crucible must 
 be put away in proper bins at once. He must never 
 allow patterns to accumulate on Pattern-shop floor. 
 
 All patterns before being returned must be wiped 
 off by Pattern Handler and be examined by Pattern 
 Maker to see that no parts are missing and pattern is 
 in right and workable shape. In case of missing parts, 
 if they cannot be found they must be replaced ; or, if 
 that seems impracticable, the customer must be noti- 
 fied to repair at our expense. 
 
 Upon receipt of order from Pattern Clerk, Pattern 
 Handler shall box and prepare patterns for return, 
 seeing that they are in proper repair and getting ex- 
 press or freight receipt therefore. 
 
 Duties, — The duty of Pattern Handler is to re- 
 ceive, unbox, stamp, and deliver for work all patterns, 
 and receive them back, store and box, and return pat- 
 terns. 
 
16 SYSTEM 
 
 System for Handling Patterns and Or- 
 ders in O. H. Department. 
 
 c 
 
 It is most important that, patterns having arrived 
 in shop, they be kept constantly in condition in re- 
 spect to all loose pieces and points being on them ; 
 that a constant and proper record be kept as to what 
 is moulded, cast, and condemned ; that order shall be 
 completely finished at the earliest moment ; and that 
 patterns be returned to Pattern-shop promptly and 
 in good shape. For this purpose the following system 
 is devised. 
 
 OBJECT I. — Receipt and care of patterns and 
 core-boxes. 
 
 ACCOMPLISHMENT-- Receiving Clerk, on be- 
 ing notified by Pattern Department that patterns are 
 ready to come to him, shall send necessary men at 
 once to Pattern-shop for same, obtaining the men 
 from Foreman. 
 
 Pattern Department deposits in Receiving Corral 
 of O. H. foundry pattern with red tag attached, in- 
 dicating customer, order number, pattern number, 
 parts, and loose pieces. O. H. Receiving Clerk shall 
 receive no patterns from Pattern-shop until they 
 are entire, in the sense of having all loose pieces 
 bradded to the patterns, and also core-boxes with 
 loose pieces bradded and core-prints all together. 
 Core-boxes shall be delivered to Core-box House. 
 Receiving Clerk checks patterns as to these points, 
 and if found correct, signs for same in Pattern De- 
 
SYSTEM 17 
 
 «na 
 
 partment Day-book B, and makes record of same in 
 his Day-book and puts patterns in bins. 
 
 Receiving Clerk shall make record of issue and re- 
 turn of patterns from moulders, making sure of issue 
 and return of loose pieces and all parts. When pat- 
 tern is finished moulding, Receiving Clerk shall re- 
 turn same to Pattern-shop. These returns must be 
 made at hours mutually agreed upon by Receiving 
 Clerk and Pattern Clerk, and receipt for same ob- 
 tained in book. Receiving Clerk shall report to Su- 
 perintendent all cases of return of patterns by Mould- 
 ers with loose pieces lost or patterns damaged. 
 
 OBJ ECT 2.— To keep record of moulding of order 
 up to completion and shipment. 
 
 ACCOMPLISHMENT.— Long tags upon receipt 
 of patterns must be hung on board provided therefor 
 in order of date, and in bunches of ten consecutively, 
 and shall be taken down when order is finished. 
 
 Small tags are left attached to patterns and issued 
 with them to Moulders, who must return them with 
 pattern to Receiving Clerk, who sees that number 
 moulded are entered on same. Receiving Clerk will 
 issue to Moulder, on giving out patterns (or in case- 
 Moulder helps another man on a job, he will get 
 time note from Receiving Clerk), a time note pro- 
 vided therefor, giving order, pattern, customer's name, 
 and time of issue. When Moulder has finished job, or 
 at the end of the day, or upon the Moulder leaving 
 work or changing his job, he shall turn in to Receiv- 
 ing Clerk this time note, and Receiving Clerk will 
 enter time thereon. He shall take these time notes 
 each morning and check off on order tracers number 
 
18 SYSTEM 
 
 moulded against proper pattern number, so that 
 tracers will always represent condition of order as 
 to moulding. He shall then turn time note into 
 estimating office for record, and shall daily turn in to 
 Tracer Department a list of moulds made, with full 
 data. 
 
 Receiving Clerk shall get each day from the Fore- 
 man a report of moulds broken or slagged, and from 
 Cost Clerk slips of condemned castings, and will add 
 to his order tracer and his short tag for these patterns 
 a sufficient number to complete order. These reports 
 he must get daily, turning them in to Tracer Depart- 
 ment daily, after entering up record on his tracers. 
 
 When Superintendent issues an order (on special 
 blank for this purpose) to O. H. Department that the 
 balance of an unfilled order is to be transferred to 
 the Crucible Shop for completion, the following 
 moves shall take place. 
 
 Receiving Clerk shall take order tracers of this 
 order, mark it " Balance to Crucible^' and treat order 
 as completed. Then he shall send memorandum of 
 original order as per moulding tracer to Tracer De- 
 partment Office, which will have tracer issued to 
 Crucible Department to finish rest of order. 
 
 Duties, — The duties of O. H. Receiving Clerk 
 shall be to keep patterns in Moulding-shop in good 
 shape ; to see that tags indicative of number to be 
 moulded are kept on pattern until order is finished ; 
 to see that Moulders get time notes on all jobs indic- 
 ative of work done and turn them in properly; to 
 keep moulding-tracer record up to date as to condi- 
 tion of order for moulding ; and to see that patterns 
 are returned to Pattern-shop in good shape. 
 
SYSTEM 19 
 
 System for Melting Department. 
 
 c 
 
 The life of good results in furnace practice is that 
 records shall be made and observed of style and time 
 of repairs of the furnace and composition and time 
 of heats. For this purpose following system is devised. 
 
 OBJECT.— To keep record of plans and repairs of 
 furnace. 
 
 ACCOMPLISHMENT.-A book shall be kept in 
 Laboratory showing sketches of furnace and appurte- 
 nances, and all changes must be sketched in this 
 book. 
 
 A record shall be kept in same book, giving time 
 and results of all repairs to the furnaces. 
 
 OBJECT- — To keep record of run of furnace and 
 constituency of heats. 
 
 ACCOMPLISHMENT.-A sheet giving date, 
 number of heat, repair number, material and amounts 
 charged, gas, coal, and miscellaneous material used, 
 composition arrived at, hour and time of charging, 
 name of Melter and Heater, heat of metal, shut-off 
 of ladle, and time heat waited on mould floor, shall 
 be filled out for every heat and turned in to the Cost 
 Clerk, who shall send it to the Chemist, who shall 
 enter it into Heat-book. 
 
 Duties, — Duties of Melter in respect to this sys- 
 tem shall be to furnish all necessary information to 
 Chemist to keep records. 
 
20 SYSTEM 
 
 Laboratory System. 
 
 The Laboratory furnishes a record and guide to 
 the Melting Department. As such, results should be 
 carefully obtained, accurately and quickly made, and 
 systematically recorded. 
 
 OBJECT OF SYSTEM.-To keep record of 
 (i) Record of furnace 
 
 (2) O. H. furnace heats. 
 
 (3) Relation of chemical and physical tests. 
 
 (4) Chemical composition of stock used. 
 
 (5) Analysis and date of Crucible melting. 
 
 1ST ACCOMPLISHMENT.- Plans and record 
 of results of changes in plans of furnace shall be 
 kept in book provided therefor, and also records of 
 runs of furnace in same book. 
 
 2D ACCOMPLISHMENT.- Record of O. H. 
 furnace heats. 
 
 Record of heats shall be kept in Heat-book pro- 
 vided therefor. 
 
 3D ACCOMPLISHMENT.- Relative to chem- 
 ical and physical tests. A book shall be kept, in con- 
 secutive order, of points of carbon, several pages being 
 allowed for each carbon, that there may be plenty of 
 room for future tests, giving chemical composition of 
 heats and physical tests obtained from bars cast on 
 these heats, and all obtainable data as to treatment. 
 
 4TH ACCOM PLISHMENT.-Chemical composi- 
 tion of stock used. A book shall be kept giving de- 
 
SYSTEM 21 
 
 scription and analysis of stock used, the stock being 
 numbered according to composition as it arrives. 
 
 5TH ACCOMPLISHMENT.- Analysis and data 
 of Crucible melting. A book shall be kept with such 
 data and analysis of Crucible steel as shall be daily 
 obtained. 
 
 Duties, — The duty of the Chemist shall be to aid 
 Melting Department by keeping proper and prompt 
 analysis and proper and complete records. 
 
22 SYSTEM 
 
 System of Chipping and Shipping 
 Departments. 
 
 c 
 
 In chipping and shipping castings it should be the 
 aim to perform these operations as economically and 
 as well as possible. An order should be shipped 
 complete if possible, or at least in as large quantity 
 as possible, that freight may be saved either to the 
 Company or the customer, and special pains should 
 be exercised to meet the wishes of the customer as 
 to size and mode of shipment ; or in case no direc- 
 tions are given, that the interest of the customer be 
 looked after as carefully as possible. Especial care 
 should be taken that castings are free from defects 
 and are like the pattern. 
 
 To accomplish this the following systems are de- 
 vised. 
 
 System for Chipping and Machining Record. 
 
 In oraer that improvement may constantly be made 
 by comparison day by day, records shall daily be 
 made, in book provided therefor, of all day work and 
 piece work of all chipping and machining. These 
 records should be constantly gone over critically by 
 head of Chipping Department. 
 
 OBJECT. — To keep records of chipping and 
 machining. 
 
 ACCOMPLISHMENT.-Chipper Foreman shall 
 issue time notes to all chippers upon starting job. 
 
SYSTEM 23 
 
 putting on time notes names and numbers of men, 
 time starting, description of job, and time of finish- 
 ing. These time notes shall make a complete day in 
 point of number of hours for each man. After being 
 signed by Foreman as indication that work is passed 
 as O. K., time notes shall be turned in to Record 
 Clerk, who shall enter same opposite names of chip- 
 pers, daily, showing chippers who worked in pairs, 
 amount of work they did, and money earned. He 
 shall also select those jobs that have a number to 
 make or are standard jobs and keep record separately 
 of them in book provided therefor, that lowest rate 
 for cleaning may be discovered. 
 
 Machining. 
 
 OBJECT.— To record amount and cost of work 
 done by various machines ; i.e., efficiency of machines. 
 
 ACCOMPLISHMENT. -Each machine shall be 
 numbered and a record in book provided therefor 
 kept, by turn, of piece, weight, size of riser, square of 
 bottom, and height, and length of time to machine, 
 giving name of machine hand. 
 
 OBJECT.— To record efficiency of men. 
 
 ACCOMPLISHMENT.- A record shall be kept 
 of all stoppages of machines for any cause whatso- 
 ever, reason of stopping, and name of machinist ; like- 
 wise a daily inspection shall be made of cleanliness 
 of tools and report of same made. 
 
 Duties, — The duties of Chipping Recording Clerk 
 shall be to keep records as above, and call to atten- 
 tion of head of Chipping Department all such rec- 
 ords as seem to him to call for improvement in econ- 
 omy or method of chipping. 
 
24 SYSTEM 
 
 Inspector of Castings, 
 e 
 
 It is important that our castings on leaving our 
 works should be in condition to be satisfactory to 
 the customer, in order to prevent complaints, expense 
 of return, and rejection. To accomplish this condi- 
 tion, every casting before being shipped must be 
 carefully examined and reported upon by an In- 
 spector of Castings, who shall work under following 
 system. 
 
 OBJECT.— To make sure that casting before leav- 
 ing the works shall be fit for the use it is intended to 
 be put, and satisfactory to customer. 
 
 ACCOMPLISHMENT. — Every shipping-memo- 
 randum must have attached to it a slip provided 
 therefor, giving result of careful inspection on cast- 
 ing on following points : 
 
 Trueness to pattern. 
 
 Cores in centre. 
 
 Sufficient finish on finished parts. 
 
 Shifting of parts. 
 
 Shrinkage-holes. 
 
 Pulls. 
 
 Other defects. 
 
 The slip must be signed by Inspector making in- 
 spection, and in case there is a defect same must be 
 referred to the head of the Chipping Department, 
 who shall make proper disposition, and in case of 
 shipment, sign the slip, so that in case of return of 
 
SYSTEM 25 
 
 the casting responsibility for its shipment may be 
 placed. These slips shall go to main office and be 
 filed in proper order. 
 
 Duties, — Inspectors of Castings shall constantly 
 look for defects in castings and report promptly to 
 head of Chipping Department as provided above. 
 It is of course desirable that defects shall be re- 
 ported as promptly as possible, so that no more 
 work than necessary may be done on defective cast- 
 ings. Inspectors shall also report condemned and 
 returned castings as outlined below. 
 
 Rules Governing Report and Handling of Con- 
 demned Castings. 
 
 OBJECT-— To report defects that are seriously 
 injurious to the efficiency of the casting, in order 
 that proper remedy may be applied and that replace- 
 ment may be made. 
 
 ACCOWIPLISHWIENT.-The Inspectors of Cast- 
 ings shall be on the lookout constantly for serious 
 defects in castings, and report same to head of Chip- 
 ping Department. When he condemns same. Inspec- 
 tor shall make out, on blank provided therefor, report 
 of condemnation, giving defect, description of cast- 
 ing, works' order number and pattern number, and 
 customer's name. This slip shall be given first to 
 O. H. Receiving Clerk, who shall enter on original 
 order to replace and also tag the pattern for remak- 
 ing of number condemned. Slip shall then be sent 
 to Tracer Department to be entered in Order-book. 
 Then it shall be sent to Cost Clerk, where it shall be 
 entered in condemned casting record. Cost Clerk 
 shall make out a note of condemned casting, giving 
 
26 SYSTEM 
 
 defect, description of casting, works' order number, 
 pattern number, customer's name. This note shall 
 be turned in to Superintendent, who will make such 
 note as he sees fit and send same to Foreman 
 Moulder. Foreman shall see the defective casting 
 and call same to the attention of whomsoever is re- 
 sponsible among his men, and discuss means of rem- 
 edy, returning slip to Superintendent with comment. 
 Casting shall then be put into scrap for remelting. 
 
 Rules Governing Report and Handling of Re- 
 turned Castings. 
 
 OBJECT.— To discover nature of defect, and re- 
 port promptly for crediting customer, remaking of 
 casting, or return to customer after repair. 
 
 ACCOM PLISHMENT. — In cases of return of cast- 
 ings from customers, Inspector of Castings shall make 
 written report on blank provided therefor within 24 
 hours, giving customer*s name, works' order and pat- 
 tern number, and date of shipment. Said informa- 
 tion to be furnished by main office on Inspector of 
 Casting's demand for it. 
 
 The head of Chipping Department shall note ap- 
 parent defects on report and turn in to Superintend- 
 ent's office. It will be O. K.'d by Superintendent, dis- 
 position indicated to head of Chipping Department, 
 note made that re-order has, should, or should not be 
 issued, and Superintendent's Clerk shall make out 
 proper memo, to Pattern Clerk to have re-order put 
 through at once. It will then be sent to Cost Clerk, 
 who will make slip out for Foreman similar to con- 
 demned casting-slip, giving notice of defect. Slip will 
 then be sent to Bill Department for credit. 
 
SYSTEM 27 
 
 Rules Governing O. H. Shipping De- 
 partment. 
 
 c 
 
 OBJECT I. — The correct weighing and shipping 
 of all castings, giving the office correct memoranda 
 of all castings shipped. 
 
 ACCOMPLISHMENT.-The Tracer Follower 
 who has in his charge tracer copies of all O. H. or- 
 ders shall inform Shipper to whom casting is going, 
 works' order and pattern number, and mode of ship- 
 ment, noting carefully directions on tracer as to ship- 
 ments. He shall weigh all large castings, i.e., castings 
 weighed on 5,000 and 50,000 lb. scales, without refer- 
 ence to weight given by Shipper, as a check on Ship- 
 per's weights. He shall have a tracer for every order, 
 and shall familiarize himself with all patterns, to be 
 able to identify castings, by visiting Pattern-shop each 
 day and making sketch of pattern on tracer. 
 
 The Tracer Follower, on receiving from Receiving 
 Clerk O. H. Department memoranda showing change 
 of order from O. H. Department to Crucible shop, 
 shall treat his tracers as a completed order, noting on 
 same, however, that unfilled balance has been trans- 
 ferred to Crucible shop, making sure that the number 
 of castings completed agrees with the number ac- 
 counted for on the memoranda. 
 
 The Tracer Follower shall, with the assistance of 
 the O. H. Receiving Clerk, daily make a list of cast- 
 ings cast on the previous day. This list he shall turn 
 
28 SYSTEM 
 
 in to Tracer Department, that record may be made 
 thereof for daily history. 
 
 The Weigher shall take instructions from Tracer 
 Follower as to what castings to ship. He shall weigh 
 and mark all castings shipped, and make out memo- 
 randa of shipment for same, on blanks provided there- 
 for, at the time when they are weighed. He shall 
 place on each and every memorandum of shipment 
 the number of the car into which said shipment goes, 
 and date of loading. He shall balance the scales 
 every time he starts to weigh castings, and report 
 to Superintendent at once any inaccuracies in same. 
 He shall send shipping-memoranda to main ofHce 
 for billing and record. 
 
 The Car Checker shall compare the number of 
 castings in the freight-car, for each customer, with 
 the number called for on bill of lading, and report any 
 discrepancies. He shall deliver bills of lading to the 
 Freight Agent at West St. before 1.30 p.m. He shall 
 make two lists of all castings in freight-car, returning 
 one to head of department and one to office for 
 check. He shall go once a week to Charlestown 
 Transfer Station of B. & M. R.R., to see that no ship- 
 ments have been held up, and make weekly report to 
 head of Shipping Department. 
 
 The Shipping Department must look up all over 
 and short reports received from the railroad, and re- 
 turn same, with explanation, to the main office. 
 
 The Checker will receive from the office the rail- 
 road over and short reports, and return them to of- 
 fice on same day as received, w4th explanation in 
 writing. 
 
SYSTEM 29 
 
 All castings must bear Casting Inspector's mark 
 before being shipped. 
 
 Duties. — Subject to the system of the Chipping 
 Department, it shall be the duty of the Recording 
 Clerk to keep the records of chipping and machin- 
 ing. The duty of the Tracer Follower shall be to see 
 that castings are properly identified and properly 
 shipped. The Inspectors of Castings shall see that 
 castings shipped shall be free from injurious defects, 
 and make such reports as come under their system. 
 The duty of the Weigher shall be to weigh and make 
 out and send to main office all shipping-memoranda. 
 The duty of the Checker shall be in part to check 
 the bills of lading against castings actually loaded, 
 that no mistake may be made. 
 
30 SYSTEM 
 
 Tracer Department. 
 
 c 
 
 This department is established for the sole purpose 
 of following orders to complete shipment. It has in 
 view two main ideas : — 
 
 First: That if we fill orders for our customers 
 promptly, and keep promises made to them about 
 fulfilment of orders, they will continue to give us 
 their trade, and are even willing to pay more for good 
 service. 
 
 Second: That if we fill orders for our custom- 
 ers promptly we can make better shipments, get 
 our pay more promptly, and keep closer tabs on our 
 business. All those in this department, therefore, are 
 only useful to it as they accomplish the result of 
 keeping all promises to the date, and keeping all or- 
 ders filled promptly and completely. 
 
 For convenience of operation, the following divi- 
 sions are made : 
 
 1. Answering of correspondence (Head of 
 
 Department). 
 
 2. Keeping of records. 
 
 3. Keeping of O. H. promises. 
 
 4. Keeping of Crucible promises. 
 
 5. Completion of old orders. 
 
 OBJECT I. — To answer promptly and fully all 
 correspondence relative to orders and patterns. 
 
 ACCOMPLISHMENT.- The file of letters of in- 
 quiry shall come daily from main office, after being 
 passed by General Manager, with promise tracer giv- 
 
SYSTEM 81 
 
 ing information as to condition of orders. They shall 
 go to Tracer Department for record, as provided for 
 in Correspondence System, and shall go to Superin- 
 tendent. They shall then go to the Tracer Depart- 
 ment again, and in case of letters asking for promise 
 on orders in hand, the head of the department shall 
 discover condition of said order, and make in plain 
 and complete terms as quick promise as can reason- 
 ably be made, answering letters promptly to custom- 
 ers. In case of letters asking about patterns, he shall 
 discover information from or transmit it to the Pat- 
 tern Clerk, and answer letter promptly, noting on 
 same that Pattern Clerk has been notified through 
 Pattern Return Book (see Pattern System). 
 
 In case of letters asking or giving other informa- 
 tion, he shall discover it or transmit it to proper par- 
 ties, making plain note to that effect on letter, an- 
 swering letter promptly. 
 
 Mail that comes over before i p.m. must be an- 
 swered the same day, except Saturday. Mail that 
 comes over after i p.m., and Saturday's mail, must be 
 answered before 4 p.m. the next day. All mail must 
 be answered completely, and in plain manner, giving 
 always definite dates, and without ambiguity. Tele- 
 grams or telephone messages must be answered at 
 once. 
 
 ^ The Recording Clerk will check up against list 
 sent with letters received, and on returning same will 
 check them up again to see that all letters are re- 
 turned as provided for in Correspondence System. 
 
 OBJECTS.— To fulfil promptly or anticipate all 
 promises made on orders. 
 
32 SYSTEM 
 
 ACCOMPLISHMENT-— After answers are put on 
 letters they shall be turned over to Recording Clerk, 
 who will enter promises on cards provided therefor 
 and kept separately as to Open Hearth or Crucible 
 and consecutively as to date, and giving name of ' 
 customer, works' order number, pattern number, and 
 number ordered. He shall at the same time make out 
 for each order a promise tracer, bearing date of prom- 
 ise, name of customer, works' order number, pattern 
 number, and number due, and shall deliver same to 
 Promise Clerk. In entering promises, those made to 
 customers shall be marked " C " ; also those marked 
 on orders by Main Office Clerk (same marks being 
 simply transference from original orders, expressing 
 desire or need of customers) shall be marked " C," 
 while those marked on orders with pencil by Super- - 
 intendent or others shall be marked " W," as they are 
 only indications as to what should be done. The " C " 
 promises shall always have preference. When prom- 
 ises are filled Promise Clerk shall turn in promise 
 tracer, with date of shipment, to Recording Clerk, 
 who shall transfer corresponding cards to boxes 
 marked " C " and " W " promises, and they shall be 
 kept in order of promptness of fulfilment as ''on 
 tinul' " 2 days late,'' " 2 days advance,'' etc. Likewise 
 a list posted in office, one for O. H. and one for Cru- 
 cible promises, shall be kept daily, giving percentage ^ 
 of " C " and " W " promises, kept separately. In cases 
 where it is found impossible to keep a promise the 
 Promise Clerk shall notify the head of the depart- 
 ment in writing, by noon of the day of promise, cause 
 of failure to keep promise and date when shipment 
 
SYSTEM 33 
 
 will be made, and he will transmit same to Superin- 
 tendent, who may cause to be written to the cus- 
 tomer the information that the promise will not be 
 kept, giving" a new date for shipment. 
 
 OBJECT 3.— To keep old orders up to date, and 
 to fulfil all orders in reasonable time. 
 
 ACCOMPLISHMENT.-Separate lists of old or- 
 ders O. H. and Crucible shall be kept in Tracer De- 
 partment office up to first of previous month or 
 within such closer date as Superintendent or head 
 of Tracer Department shall decide. These lists shall 
 be in charge of Old Order Clerk, who shall have them 
 shipped as rapidly as possible. A list shall be kept 
 with them, detailing, after each running date, the num- 
 ber of patterns still unshipped on that day. 
 
 OBJECT 4.-— To make sure that all contracts 
 made for castings are lived up to by ourselves, and 
 that we may know that other party to same is en- 
 deavoring to do the same. 
 
 ACCOMPLISHMENT.~A book, called "Con- 
 tract-book," shall be kept, with proper index, and all 
 contracts, with tonnage per month in time limit, shall 
 be put down in same, a plan outlined for fulfilment 
 of same, and a record kept as castings are shipped 
 as to what is being done daily towards fulfilment. In 
 case of contract covering the case of continuous or- 
 ders of a certain tonnage per stated period, each order 
 as received shall be entered in this book, with weights 
 as obtained from Estimating Department, and bal- 
 ance periodically struck, to see that contract is being 
 lived up to. 
 
34 SYSTEM 
 
 Duties of Members of Department. 
 
 1. Head of department shall answer correspond- 
 ence, make promises, and constantly go over the 
 work of the other members, who will be responsible 
 to him. 
 
 2. Duties of Recording Clerk. Recording Clerk 
 shall enter records and keep book as described in 
 system. In addition, he shall keep an Order-book 
 into which shall be entered the orders as they 
 come from Pattern Department, entering them into 
 separate books as to O. H. or Crucible orders, consec- 
 utively as to order number. He shall enter opposite 
 order and pattern number, the number moulded, and 
 date, in column provided therefor, each day, from 
 time notes turned in to him by O. H. Receiving Clerk, 
 turning time notes over to Estimate Clerk when he 
 finishes them. Likewise, those cast from list furnished 
 by O. H. Tracer Follower, which lists he shall keep 
 on file, and list of shipments furnished by O. H. Ship- 
 per, shall be daily entered, which slips he shall 
 send to Superintendent's Clerk. All this, that we 
 may have running and complete record of our 
 orders. He shall likewise enter condemnations and 
 broken moulds in columns provided therefor. These 
 shall he get from O. H. Receiving Clerk, and, after 
 entering, turn over to Cost Clerk. 
 
 3. Moulding tracers shall be turned in to him 
 when finished, and he shall check his book by them 
 and file away. Shipping tracers shall be turned in 
 to him by O. H. and Crucible Shipping Clerk, and 
 he shall send them to main office to check up with rec- 
 
SYSTEM 35 
 
 ord there, and on their return shall check his books 
 by them. In case mistake is made, he shall turn same 
 over to System Inspector. 
 
 4. O. H. Promise Clerk shall be responsible for 
 keeping O. H. promises to the date; but he shall en- 
 deavor to anticipate as much as possible, and he shall 
 report to head of department, by noon daily, condi- 
 tion and prospects of fulfilment of promises for the 
 next day. 
 
 5. Crucible Promise Clerk shall be responsible 
 for keeping Crucible promises to the date; but he 
 shall endeavor to anticipate as much as possible, 
 and shall report to head of department, by noon daily, 
 condition and prospects of fulfilment of promises for 
 the next day. 
 
 6. Old Order Clerk shall be responsible for keep- 
 ing promises up to date. 
 
36 SYSTEM 
 
 System Governing Power and Machin- 
 ery Department. 
 
 c 
 
 It is essential for economy's sake that the efficiency 
 of every machine be known, that the relation of coal 
 and water used to power produced be known, that 
 the amount of coal used and value obtained therefor 
 in all places be recorded, and that number and 
 amount of repairs on all machines be recorded. For 
 this purpose the following system is devised. 
 
 OBJECT-— To obtain efficiency of boilers and rec- 
 ord of coal used and water therein. 
 
 ACCOMPLISHMENT. -All coal brought into 
 the Power-house shall be weighed and record kept, 
 and water into boilers shall run through meter and 
 record kept thereof; also record of labor, cost, and 
 miscellaneous supplies shall be kept. Record shall 
 likewise be kept of horse-power used. These records 
 shall be kept in form and book provided therefor, in 
 periods of day and night, — 12 hours each period, — 
 and efficiency of boiler, each period and week, worked 
 out. These records and book shall be kept by Mas- 
 ter Mechanic. 
 
 OBJECT-— To obtain efficiency of machines. 
 
 ACCOMPLISHMENT--With the aid of indica- 
 tor, wattmeter, ammeter, and voltmeter, the horse- 
 power developed or used by each machine under 
 varying conditions shall be obtained and recorded in 
 book provided therefor, and changes for betterment 
 
SYSTEM 37 
 
 as indicated by these records shall be made from time 
 to time as they shall appear. 
 
 This record shall be kept by Master Mechanic. 
 
 OBJECT-— To record use of coal in all places on 
 the plant. 
 
 ACCOMPLISH MENT.-All coal that is used on 
 the plant shall be weighed as delivered, and reported 
 to Record Clerk of Shipping Department, who shall 
 in book provided therefor record same as to weight, 
 quality, and place of use, and he shall report same 
 daily to Cost Clerk, that same may enter into daily 
 and weekly cost. 
 
 OBJECT- — To keep account of repairs on all ma- 
 chinery. 
 
 ACCOMPLISHMENT.-All men repairing ma- 
 chinery shall work on time notes furnished by Mas- 
 ter Mechanic, and shall enter on these notes time 
 spent and material used on repairing machine, giving 
 number of machine. From these notes shall be en- 
 tered the value of labor and supplies used on repair 
 separately, into a book provided therefor, and giv- 
 ing the machines by name and number, and the date 
 of repair. This record shall be kept by Superintend- 
 ent's Clerk. Also, a daily report to Superintendent 
 shall be made on list proyided therefor, giving work- 
 ing condition of each machine and extent of any 
 break-downs in previous 24 hours. 
 
 Duties, — It shall be the duty of Master Mechanic 
 to see that sufficient and proper supplies for repairs 
 are safely kept on hand; that all instruments are 
 properly taken care of; that the machines are in con- 
 stant good repair; that power is sufficient and yet 
 
38 SYSTEM 
 
 economized ; that new construction is pushed to com- 
 pletion ; to consider the displacement or replacement 
 of machines ; that constant data for records are taken ; 
 and to keep the whole department of power and ma- 
 chines in first-class condition. 
 
SYSTEM 39 
 
 System for Masons' Department. 
 
 c 
 
 It is essential that all furnaces and ladles should 
 be kept in strictly first-class condition to get the most 
 economy of coal and heat. Yet brick and labor are 
 too valuable to waste. Therefore, records should be 
 kept of style of furnaces used, and frequency and 
 amounts of repair. For this purpose the following 
 system is devised. 
 
 OBJ ECT-— To keep plans of all furnaces or mason 
 work liable to change, and records of all changes of 
 plans. 
 
 ACCOMPLISHMENT-- Inabookprovided there- 
 for shall be drawn plans of all furnaces, with all im- 
 portant details clearly made; and at any time that 
 change is found necessary in plans same shall be 
 clearly shown by drawings with date, and later note as 
 to value. 
 
 OBJECT- — To keep record of repairs on furnaces 
 and ladles. 
 
 ACCOMPLISHMENT.- Mason shall daily turn 
 in to Cost Department and Superintendent's Clerk a 
 list giving masons' time, laborers' time, and material 
 used in repairs. Cost Clerk shall use list turned in to 
 him as basis for daily and weekly cost of Masons' 
 Department. Superintendent's Clerk shall in book 
 provided therefor record the cost of labor and mate- 
 rial separately, with date of all repairs by name, and 
 position of furnace or ladle. 
 
40 SYSTEM 
 
 Duties. — The duty of Mason shall be to see that 
 all furnaces and ladles are in good repair constantly ; 
 that proper date for above records is kept ; that sup- 
 plies are kept on hand in sufficient quantity. 
 
SYSTEM 41 
 
 Tool Storeroom. 
 
 Since the life of work is to have sufficient and 
 proper tools with which to work, it is most necessary 
 that all proper tools be kept always on hand and in 
 good repair, and in necessary quantity. The Store- 
 keeper will fill his position satisfactorily only by see- 
 ing that above is done. The following system is de- 
 vised to assist in this. 
 
 OBJECT-— To keep on hand sufficient tools in 
 good repair for use of men working on the plant. 
 
 ACCOMPLISHMENT.- The Storekeeper must 
 keep each kind of tool in two separate quantities 
 The larger quantity will be called regular stock, and 
 the smaller quantity reserve. He must issue only from 
 regular stock until it is exhausted, then take from the 
 reserve, when he must at once order more from Su- 
 perintendent. When the new supply arrives he must 
 at once replace what he has taken from reserve. 
 
 He shall report to Superintendent any demand for 
 tool he has not in stock, and shall do all in his power 
 to keep all men supplied with tools. 
 
 OBJECT.— To insure return of all tools, and in 
 good repair. 
 
 ACCOMPLISHMENT.— Any man desiring a tool 
 shall be given it, upon giving his name and number. 
 The tool, by its name and number, shall be charged 
 him ; and upon his not returning it at the end of his 
 turn, he shall be reported, and reported again every 
 
42 SYSTEM 
 
 day until he shall have returned it or paid the dock 
 of 5 cents per day which shall be charged him for 
 non-return of tool for a period of two weeks. If re- 
 turned in broken condition, user shall be reported, 
 and he shall be docked 15 cents. 
 
 In case of issue of supplies. Storekeeper shall, on 
 reasonable demand, give out nails, bolts, etc., and 
 make note of weight issued, turning report of same 
 into Superintendent's office daily. In case of clamps 
 and wedges he shall report, daily, number turned in 
 and number issued. 
 
 Duties, — It shall be the duty of the Toolroom 
 Keeper to keep a full supply of good tools on hand, 
 to see that those given out are returned, and in good 
 condition, and to make daily report, regardless of per- 
 sons, to the Superintendent, of all tools not returned 
 on time, or in bad condition, and name of man to 
 whom issued. 
 
 Storekeeper shall, every Monday morning, furnish 
 to Superintendent a list of all material and tools on 
 hand. This shall be copied into a weekly comparison 
 record-book. 
 
SYSTEM 43 
 
 Timekeeper. 
 
 c 
 
 One of the most important items in time-keeping 
 is accuracy, in order that justice may be done both 
 to the men and to the Company. The greatest care 
 should be exercised, and thorough investigation made 
 of all doubtful cases. Regularity will be found a great 
 aid in the weekly work. 
 
 OBJECT-— To keep proper record of time of men. 
 
 ACCOMPLISHMENT. — Every man must ring 
 up the regular time on clock and card provided there- 
 for. No man must be paid for time not punched in 
 the clock, nor paid for overtime not signed for by 
 foreman. 
 
 As a check, all men must be personally checked 
 off by an office-boy seeing the men every day, and 
 night watchman at night. He shall do so by check- 
 ing off each by a list in a book. The boy and watch- 
 man who do the checking are to be offered a bonus of 
 25 cents for every man they ascertain is out when 
 his card shows he is in. All men reported out by them 
 as out shall be looked up to see whether their cards 
 are punched, and list and cards must agree in this 
 respect. All discrepancies must be looked into at 
 once, and reported to Superintendent. In any case 
 where a man appears on the clock as in but has not 
 been seen by boy, the boy must search again ; and if 
 unable to find him, this very suspicious circumstance 
 
44 SYSTEM 
 
 must be reported to the Timekeeper at once, who 
 shall investigate and report to Superintendent. 
 
 OBJECT. — To make out pay-roll. 
 
 ACCOM PLISHMENT. - Daily Pay-roll Clerk will 
 total up time-cards daily, handing them to Superin- 
 tendent's Clerk on Monday morning. 
 
 Monday: Superintendent's Clerk to total and 
 check time-cards, turning them over as fast as 
 checked to Timekeeper. Timekeeper to enter new 
 men, bonus, fines. Checking-book should be used in 
 comparison with cards, beginning every Monday, to 
 see if the man is in or not. 
 
 Time to be copied in Pay-roll Book and extensions 
 made. 
 
 Tuesday : Finishing of extensions. 
 
 Wednesday: Timekeeper will take pay-roll to 
 main office to be checked. Write up Pay-roll Cost- 
 book. Write out pay-checks. 
 
 Thursday : Finish writing and distribute pay- 
 checks. 
 
 Friday: Getting out night list and writing en- 
 velopes. Proving pay-roll; writing day envelopes. 
 
 Saturday: Finish writing and check day en- 
 velopes. Make out pay-roll voucher. 
 
 PENALTIES. — I. One-half hour must be deducted 
 from the time of all men who ring starting-time in 
 on their cards after whistle blows. 
 
 2. In cases where a man fails to ring in on his 
 card, but Foreman vouches that he worked, he shall 
 be paid time minus one hour's penalty. 
 
 3. All docks for non-return or breakage of tools 
 or misdemeanor shall be deducted from weekly pay 
 
SYSTEM 45 
 
 of offender, but only upon proper and written au- 
 thority of Superintendent or Assistant 
 
 Duties, — It shall be the duty of Timekeeper to see 
 that every man in the Company's employ has a num- 
 ber given him, and a card properly marked and prop- 
 erly understood by said man on which to ring in his 
 time. He shall see that every employee gets full time 
 and no more. He shall investigate promptly any com- 
 plaint of employee as to time, and he shall make full 
 and clear explanation to any employee concerning 
 his time or money, upon proper request. He shall be 
 responsible for fulfilment of above system. 
 
46 SYSTEM 
 
 Storekeeper Supplies. 
 
 It is an expensive system that compels the carrying 
 of a large supply of materials on hand all the time. 
 It is an equally expensive one that compels delay 
 whenever anything is wanted. The good Storekeeper, 
 by observation, endeavors to steer the middle course 
 and keep on hand just those things that are wanted. 
 
 OBJECT.— To keep on hand sufficient stock of 
 supplies for all proper use on plant. 
 
 ACCOMPLISHMENT.- Storekeeper shall keep 
 all his supplies in two separated quantities, one des- 
 ignated as regular stock and the other as reserve. 
 
 He shall issue supplies from regular stock until ex- 
 hausted, and then draw on his reserve ; but on same 
 day he takes from reserve he must report to Super- 
 intendent that he needs a fresh supply. 
 
 He must report to Superintendent any demand for 
 material of which he has none. 
 
 He must skilfully calculate the size of his reserve 
 in order that it may be large enough to last over 
 the ordering period. When new supply arrives he 
 must at once replace what he has taken from re- 
 serve. 
 
 OBJECT.— To keep track of supplies and see that 
 they are put to proper use. 
 
 ACCOMPLISHMENT.- Upon arrival, all sup- 
 plies shall be put away in proper place, and tagged as 
 to date of arrival and purpose intended for ; and slip 
 
SYSTEM 47 
 
 provided therefor must be dated, signed, and sent to 
 Purchasing Department, showing arrival and condi- 
 tion of goods. No suppHes shall be issued except on 
 order of proper authority, as per list, and note made 
 in writing of disposition on tag. When all material 
 is used tag shall be sent to Purchasing Department, 
 where it shall be handled as provided for in Purchas- 
 ing Department System. 
 
 Duties, — The duty of Supply Storekeeper shall be 
 to keep on hand supplies needed in probable quanti- 
 ties, to see that goods arriving are O. K., and to see 
 that they are issued for use only, and to the proper 
 and responsible party. 
 
48 SYSTEM 
 
 System for Yard, 
 c 
 
 The greatest economy that can be practised in the 
 yard is in the placing and care of material that it may 
 have proper protection from scattering and from the 
 weather, and that no larger haul to point of use than 
 necessary is compelled. 
 
 A second economy is to be obtained in the unload- 
 ing and distributing material in the cheapest manner, 
 which is usually by piece work. 
 
 To crystallize this work the following system is 
 devised. 
 
 OBJECT-— To unload material or move same as 
 cheaply as possible. 
 
 ACCOMPLISHMENT. -Yard Foreman shall see 
 that all material, whenever possible, is moved by the 
 piece, and wherever there is not a standard rate he 
 shall consult Superintendent or Assistant as to proper 
 rate. He shall keep a time-book of all of his men, and 
 turn in daily to Timekeeper a list of hours and wages 
 of men. He shall turn a similar list in to Superin- 
 tendent's Clerk, who shall keep record in indexed 
 book provided therefor of work and rates. 
 
 OB JECT.— To unload in best manner, and in best 
 places, all material. 
 
 ACCOMPLISHMENT.-Yard Foreman, on re- 
 ceipt of any material to be stored in yard, shall con- 
 sult Superintendent or Assistant as to proper loca- 
 tion of same, which location should be guided by ul- 
 
SYSTEM ^ 49 
 
 timate use of said material, and condition of yards as 
 to bins. All material unloaded in yards must be 
 placed as compactly as possible — in bins if possible, 
 and on good bottom. In case of scrap, Yard Foreman 
 must take sample for analysis to Chemist, who shall 
 say where it shall be unloaded. Yard Foreman shall 
 see that scrap piles are numbered per direction of 
 Chemist. Yard Foreman shall see that men moving 
 coal and sand move this material always from the 
 bottom of the pile, and not leave it strewn around 6 
 or 8 inches deep on the ground while they attack the 
 body of the pile. This same rule shall apply to re- 
 moval of all material. Yard Foreman shall be re- 
 sponsible for good repair of all machinery in use in 
 yard. 
 
 Duties. — The duty of Yard Foreman is to have 
 charge of all yardmen and their operations, and to 
 be responsible for carrying out of above system. 
 
50 SYSTEM 
 
 System for Superintendent's Clerk. 
 
 n 
 
 A Superintendent has much to do in a clerical way, 
 — letters he wants written, orders made out, reports 
 he wants to make or made to him, records he wants 
 kept, or odd duties that he does not know whom to 
 put upon. The Superintendent's Clerk is to supply 
 this deficiency. For his guidance the following sys- 
 tem is devised. 
 
 OBJECT-— To assist Superintendent clerically. 
 
 ACCOMPLISHMENT.- He shall take dictation 
 of letters from Superintendent, and shall send same 
 through the office of General Manager for copy and 
 record. 
 
 He shall make out orders for material upon de- 
 mand, and put them upon Superintendent's desk for 
 approval. 
 
 He shall see that all reports, daily or otherwise, 
 are put on Superintendent's desk as specified on list 
 of reports due, as furnished him. 
 
 He shall keep all records where it is so specified 
 in other systems. 
 
 He shall keep, on board provided therefor, a record 
 of orders issued by Superintendent, and follow them 
 up regularly as to whether they are fulfilled, making 
 report, beginning and middle of week, to Superin- 
 tendent. 
 
 He shall keep Works' Key System as provided in 
 said system. 
 
 He shall perform such other duties as may arise. 
 
 Duties. — Superintendent's Clerk shall assist the 
 Superintendent in whatever way possible. 
 
SYSTEM 51 
 
 Works' Key System. 
 
 OBJECT- — To keep account of keys used in the 
 works. 
 
 ACCOMPLISHMENT.- Each key is to be num- 
 bered with brass tag by Superintendent's Clerk. 
 There will be two key-boards, one of which is desig- 
 nated as Reserve Key-Board, on which at all times 
 there must be not less than one key of each number ; 
 the other to be called Daily Key-Board, on which 
 keys taken in morning are to be put each night. 
 
 A book, to be called " Works' Key Ledger," is to 
 be kept by Superintendent's Clerk. This book is to 
 show for what purpose each key is, how many keys 
 of each number there are, to whom issued, and when, 
 and date of return. This book is to show also which 
 keys are issued daily and which are issued for any 
 length of time; this to be shown by placing "D" 
 for daily, " T " for time, in the column of the ledger 
 marked " Daily or Time." 
 
 No key is to be issued and no new keys are to be 
 made without order approved by Superintendent. 
 
 Each person to whom key is issued is to be held 
 responsible for same until returned, and in case of 
 loss he is to pay cost of new key. 
 
 In issuing a key to any one (as above described) 
 on time (that is, for any period that is not daily), said 
 person will sign name and number to slip on which 
 is stated the number of the key which he is getting, 
 also date. On return of key, this slip will be returned 
 to the party, with date of return placed upon same. 
 
52 SYSTEM 
 
 Persons getting daily key (that is, keys to be re- 
 turned each day to the Daily Key-Board) will sign 
 name and number on slip on which is stated the 
 number of the key he is getting, also date ; and when 
 he ceases to be responsible for such key, he is to 
 notify Superintendent's Clerk and get a slip back, 
 same as on time key. 
 
 Unless specially designated by Superintendent, 
 keys are to be returned each night and hung on 
 board. Any one failing to do this will be fined 25 
 cents for each offence. 
 
 Night Watchman to be furnished with list of daily 
 keys, and to report to Superintendent's Clerk each 
 day the non-return of any. 
 
SYSTEM 53 
 
 System for Costs. 
 
 c. 
 
 Costs are the history of a company's actions, and 
 are the guides for future conduct. They should, 
 therefore, be as detailed and as accurate as it is pos- 
 sible to get them, in order that it may be known just 
 what the faults of past experience have been and what 
 they point to, as guidance for the future. 
 
 The following is the system devised for cost keep- 
 ing. 
 
 OBJECT- — To keep daily cost in detail by depart- 
 ments and divisions of operation, and as against this 
 cost to keep record or history of daily results obtained 
 in different departments in quantity and value, or by 
 standards set. 
 
 ACCOIVIPLISHIVIENT--Cost Clerk or Assistant 
 shall keep in book provided therefor a^daily record of 
 costs in detail and order as designed, and a history 
 of proceedings in all departments, giving quantity 
 and value produced, or such other information as 
 stipulated. Two copies of this record shall be made, 
 and one put on President's and one on General 
 Manager's desk by 5 p.m. each day, giving record up 
 to 6 P.M. of previous day. This shall be done sepa- 
 rately for O. H. and Crucible plant. 
 
 On board provided therefor in office a history of 
 costs and results shall be kept, and daily, by 5 p.m., 
 corrected for day previous. This shall be done by 
 Cost Clerk or Assistant, and is to make a public 
 
54 SYSTEM 
 
 record or reminder to all interested of results and cost 
 details thereof. He shall also keep records of con- 
 demned and returned castings, and send detailed ac- 
 count of same to Foreman, as outlined in rules gov- 
 erning condemned and returned castings. 
 
 OBJECT.— To keep weekly cost in detail by de- 
 partments and divisions of operations or supplies 
 thereof, and such additional costs as may be stipula- 
 ted, and against this the value of weekly shipments. 
 
 ACCOMPLISHMENT. -Cost Clerk shall keep in 
 book provided therefor a record of costs in detail and 
 order as designed, and against this the value in dollars 
 and quantity in pounds of weekly shipments. The 
 costs shall be worked out into cost per pound of 
 shipped pounds, not for one week, but for added 
 weeks from given date to running date. This record 
 shall be kept separately for O. H. and Crucible. 
 
 OBJECT. — To make results so obtained of use, 
 and with the object of enlisting help of all concerned 
 towards most economical results. 
 
 ACCOMPLISHMENT.- Cost Clerk shall send to 
 all Foremen weekly a slip showing costs for last weeks 
 in detail in said Foreman's department, and lists of 
 at least three next back weeks in order for compari- 
 son. These lists shall be put on desk of Superin- 
 tendent by Thursday of each week. He will make 
 such notes and requests for investigation as he 
 thinks fit, and forward same to Foreman, whose duty 
 it shall be to endeavor to reduce costs in some desir- 
 able way. These lists shall be turned back into Cost 
 Department by Monday following Thursday of issue. 
 
SYSTEM 55 
 
 Duties. — The duties of Cost Clerk and Assistant 
 shall be to keep costs as indicated by system and 
 records for O. H. and Crucible shop of information 
 gathered for costs as designed. 
 
56 SYSTEM 
 
 System for Estimating. 
 
 A machine builder knows the cost of each and all 
 operations of manufacture; so also should a Steel 
 Foundry, and the price put on any particular job 
 should be a price at which he can make a profit on 
 that particular job. With that idea in mind the Esti- 
 mating Department is devised to undertake this work. 4 
 We should estimate on every order we get, to be sure 
 price we get is higher than cost of manufacture. Also 
 whenever asked to bid on work we should estimate 
 probable cost as a basis of price. The following sys- 
 tem is devised with that end in view. 
 
 OBJECT.— To estimate on all castings we are 
 asked to bid on, and to estimate on all orders we get, 
 with the idea of fixing a price which shall be above 
 the cost. 
 
 ACCOMPLISHIVIENT. — All inquiries for prices 
 shall be sent to Estimating Department, where esti- 
 mate of cost shall be made and submitted to Gen- 
 eral Manager as a basis of price. 
 
 All tracers shall go from Tracer Department to 
 Estimating Department, where they shall be entered 
 into books for estimating in consecutive order, and • 
 an estimate of weight, cost, and value shall be made, 
 as a basis of price. This refers to both O. H. and 
 Crucible castings, though they shall be kept in sep- 
 arate books. 
 
 The method of estimating shall be as follows — 
 
SYSTEM 57 
 
 weight of casting must first be estimated, if we have 
 not made it before, in which case it can be obtained 
 from records. Estimate then to be made as follows : 
 
 Cost of metal — cts. per lb. (shown by cost sheet). 
 
 Cost of moulding — Moulders' wages (as furnished 
 by Superintendent or Foreman Moulder). Factor to 
 include all expenses attached to moulding, as fur- 
 nished by cost sheet. 
 
 Cost of chipping — Chippers' wages (as given by 
 head of Chipping Department). Factor to include 
 all expenses attached to chipping, as furnished by 
 cost sheet. 
 
 Miscellaneous costs — cts. per lb., to include all 
 other costs as shown by Cost sheets. 
 
 Percentage to be added to cover bad bills, returned 
 castings, and contingencies. 
 
 Total cost to be divided by shipped weight to get 
 cost per pound. 
 
 At regular intervals weight of orders received shall 
 be added, and a daily report shall be made to Cost 
 Department of amount of pounds of orders received 
 on each day, that it may be put in daily history. 
 
 OBJECT- — To make estimates live ones. 
 
 ACCOMPLISHMENT. -A book shall be kept 
 giving estimated cost of moulding by pattern num- 
 ber, and this book shall be constantly at the call of 
 Foreman Moulder, that he may endeavor to follow or 
 better estimate cost. When pattern is moulded, and 
 actual cost of moulding obtained, it shall be put in 
 column next to estimated cost, that comparison may 
 be made. 
 
 A similar book shall be kept for chipping. 
 
58 SYSTEM 
 
 Duties of Estimator. — In addition there are cer- 
 tain records and duties which attach themselves to 
 this department, as follows: all Moulders' time 
 notes shall be turned daily in to this department, en- 
 tered in daily moulding record, and weight and value 
 worked out, and report daily to Cost Clerk for daily 
 history. Into another record-book shall be recorded 
 the moulding of all jobs of which any number are to 
 be made, that a record may be established as to time 
 and cost of doing them, with the idea of reducing cost 
 of moulding with practice. 
 
 Daily, a list of castings made previous day shall be 
 turned in to this department, and an estimate of the 
 weight and value made, and daily report made to Cost 
 Department, that it may be put into daily history. 
 This department shall likewise furnish to Cost De- 
 partment for daily history the value of condemned 
 castings. 
 
 Likewise, the estimator shall look over all orders in 
 General Manager's ofhce in order that all questions 
 of price that are liable to arise may be settled before 
 we proceed on orders. 
 
SYSTEM 59 
 
 Works System — General Rules. 
 
 c 
 
 1. Courtesy is expected and required from em- 
 ployees in all dealings when on duty. 
 
 2. Office hours will be as follows: 7.30 a.m. to 
 6 P.M. Foundry and Crucible shop hours will be as 
 follows : Moulders, 7 a.m. to 5 p.m. All other employ- 
 ees, 7 to 6 P.M. One hour for dinner. 
 
 3. Any employee receiving an order from person 
 having authority shall execute said order at earliest 
 possible moment. 
 
 4. All office employees are requested to notify the 
 Superintendent's office by telephone or telegraph, 
 by 10 A.M., when compelled to be absent from any 
 cause. 
 
 5. Employees are requested to use telephone as 
 little as possible, and then for business purposes only. 
 
 6. No employee is at liberty to look over the desk 
 of any other employee unless he has special permis- 
 sion so to do from the occupant of the desk. 
 
 7. When in doubt as to what course to pursue in 
 any matter, employees shall at once consult their 
 superior officer. 
 
 8. Employees are to furnish information promptly 
 to main office when asked for through proper chan- 
 nels. 
 
 9. In all notations and memoranda made about 
 work, the date must be given. 
 
 10. Smoking not allowed during working hours. 
 
 Supt. 
 
 Corrected to May i, igoj. 
 
60 SYSTEM 
 
 System for Selling and Pricing. 
 
 c 
 
 In consideration of the selling of a product there 
 are mainly the following items to be taken into ac- 
 count : 
 
 The cost. 
 
 The customer. 
 
 The quantity. 
 
 The price. 
 The following system is devised in order that data 
 may be gathered for the prompt and proper consid- 
 eration of these items, and to facilitate some constant 
 and consistent effort to get work at proper prices. 
 
 OBJECT- — To make prompt and proper quota- 
 tions to prospective customers. 
 
 ACCOMPLISHMENT-- All letters requesting 
 quotations, with accompanying information, and all 
 like information brought in other ways (as, for in- 
 stance, from salesmen), shall be promptly transmitted 
 to the Estimating Department, which shall promptly, 
 and, at the latest, in twenty-four hours, furnish to the 
 General Manager's office an estimate of cost and of 
 time of delivery, and material quoted on. When cost is 
 furnished all information as to prices quoted custom- 
 ters formerly, or any other information desirable, shall 
 be furnished General Manager, who will make price. 
 Answers will be made from Selling Department. 
 
 Quotations shall be entered on cards to be kept in 
 quotation-box. After five days, if Company has re- 
 
SYSTEM 61 
 
 ceived no intimation of obtaining order, salesman 
 shall be sent or stock letter sent to customer, request- 
 ing reason why we did not obtain order. In case of 
 acceptance, card shall be taken from quotation-box 
 and be put in accepted box. In case of rejection, it 
 shall be put in rejection-box, with cause of rejection 
 entered on same. In looking up questions of price, 
 these boxes, as well as box of cards giving history of 
 concerns who place orders with us, shall be looked 
 over, in order to get all information possible, to make 
 acceptable prices. Cards in quotation-box shall be 
 kept in order of date ; in rejected and accepted boxes, 
 in alphabetical order of customer's names. 
 
 Whenever quotation is made the weight shall be 
 put in a book under name of quotations, in column 
 with date, and in parallel column the weight of quo- 
 tations accepted ; and weekly additions shall be made 
 of number of rejected bids calculated and set forth in 
 book. 
 
 OBJECT.— To keep in touch with customers, to 
 reach customers with whom we have never dealt, to 
 keep track of customers of our competitors, and to 
 keep track of customers we have lost, with reason 
 thereof. 
 
 ACCOMPLISHMENT. -A card system shall be 
 kept, in alphabetical order of customers' names, upon 
 which shall be entered date and amount of each 
 order we receive, amount condemned, and amount 
 returned, with any remark as to credit or difficulty 
 we have with them or they with us. These cards shall 
 be determining factors in pricing. 
 
 A card system shall be kept giving names of buy- 
 
62 SYSTEM 
 
 ers of steel castings with whom we have never had 
 any dealings. 
 
 A card system shall be kept giving names of buy- 
 ers of steel castings from our competitors. 
 
 These and quotation-cards systems shall be gone 
 over weekly, or at such times as thought fit, and such 
 letters as may be devised shall be sent to those who 
 do not give us all or part of their work. 
 
 All mail passing through General Manager*s office 
 shall be answered the same day it arrives. 
 
 All telephone calls must be answered direct 
 promptly, or at once switched to proper department. 
 
 All orders shall be passed through at once, unless 
 there seems to be some point requiring correspond- 
 ence, but must be passed upon by Estimator as to 
 price being O. K. 
 
 Duties. — It shall be the duty of General Manager's 
 Stenographer to carry out above system, and to send 
 out such circular letters as may be from time to time 
 devised, and to all those companies or firms who it 
 is thought use our products. 
 
SYSTEM 63 
 
 System for Salesmen. 
 
 c 
 
 Salesmen are the representatives of a company be- 
 fore the customers, in every sense of the word, and 
 not simply with the sole idea of getting an order. 
 
 They should endeavor to find out any cause of 
 complaint and notify the Company, that it may be 
 remedied ; or draw forth any criticism, that Company 
 may benefit by same. 
 
 OBJECT.— To keep Company posted as to cus- 
 tomers seen and results of interview. 
 
 OMPLISHMENT.- Salesmen shall carry 
 with them small cards provided for the purpose, and 
 shall daily mail one or more to Company, giving 
 names of all customers (present, past, or prospective) 
 seen, results of interview, complaints, if any, and all 
 desirable information. These cards, upon receipt at 
 Works, shall be entered by General Manager's Sten- 
 ographer into Salesman's diary, and on cards pro- 
 vided therefor, that at any time Salesman's visits and 
 relations to customers or conversation and verbal 
 agreements may be known. 
 
 OBJECT- — To obtain work at proper price. 
 
 ACCOMPLISHMENT. — In cases where it is nec- 
 essary to make price to obtain order. Salesman shall 
 always get said price from Works, using all available 
 and quickest means possible. In no case shall he 
 make price except where a schedule of prices has 
 been agreed upon. 
 
64 SYSTEM 
 
 OBJECT.— To keep proper account of expenses 
 and arrange proper payments thereof. 
 
 ACCOMPLISHMENT. — An itemized account of 
 expenses shall be turned in at the end of each week. 
 
 Duties, — It shall be the duty of Salesmen to ad- 
 vance the interests of the Company all in their 
 power, both by soliciting orders and by smoothing 
 out and removing complaints, by letting the Com- 
 pany know all criticisms that can be beneficial or 
 compel remedies. They must endeavor always to 
 represent the Company in a fair and just way, taking 
 the customer's point of view whenever they feel he 
 has the just one, and insisting on the Company's 
 rights whenever he feels them to be right. 
 
SYSTEM 65 
 
 Office System — General Rules. 
 
 1. Courtesy is expected and required from em- 
 ployees in all dealings when on duty. 
 
 2. Office hours will be as follows : Monday, Tues- 
 day, Wednesday, Thursday, and Friday, from 8 a.m. 
 to 5 P.M., with one hour for lunch ; Saturdays from 8 
 A.M. to I P.M. Lunch hours will be taken as per 
 notice posted in main office. 
 
 3. Clerks will not be entitled to half holiday on 
 Saturday unless their work is up. Also in case work 
 is behind they will be expected to work evenings, un- 
 til work is caught up, receiving therefor an allowance 
 of 50 cents per evening, such allowance only to be 
 paid to clerks when working until 7 p.m. or later. 
 
 4. Any employee receiving an order from person 
 having authority shall execute said order at earliest 
 possible moment. 
 
 5. All employees are requested to notify the office 
 by telephone or telegraph, by 10 a.m., when compelled 
 to be absent from any cause. Written report, stating 
 cause of absence, is also to be made to Head Book- 
 keeper. To ascertain the whereabouts of any indi- 
 vidual go to Central. Employees leaving the Works 
 during business hours will leave the information with 
 Central as to when they will return and where they 
 can be reached during absence. 
 
 6. Employees are requested to use the telephone 
 as little as possible, and then for business purposes 
 only. 
 
66 SYSTEM 
 
 7. Under no circumstances is any one to inter- 
 fere with the switchboard after Central leaves. 
 
 8. Employees are not to remove letters from the 
 letter-cabinet files without permission from Chief 
 Clerk. 
 
 9. No employee is at liberty to look over the desk 
 of any officer or other employee of the Company, 
 unless he or she has special permission so to do from 
 the occupant of the desk. 
 
 ID. Employees when in doubt as to what course to 
 pursue in any matter pertaining to office work shall 
 consult Chief Clerk. 
 
 11. Employees are to furnish information con- 
 tained in main office to other departments when 
 asked for through proper channels. 
 
 12. All books are to be returned to Cashier at close 
 of office hours by all clerks using them. Should they 
 be in use after Cashier's departure person using them 
 must put them in safe and lock it. 
 
 No paper is to be thrown on office floor, but de- 
 posited in waste-baskets. 
 
 13. No employee shall enter Cashier's cage without 
 written authority from President. 
 
 14. No stationery or office supplies of any charac- 
 ter are to be removed from supply closet. When sup- 
 plies are needed, application should be made, on 
 blanks provided, to Chief Clerk, and on his approv- 
 ing application said request is to be filled by office 
 boy. 
 
 15. No order-sheets are to be removed from order 
 files without permission from Chief Clerk. Order 
 files are to be kept on shelves under counter in office 
 
SYSTEM 67 
 
 when not in use ; clerks using them at desks must 
 return them to counter as soon as through with them. 
 
 1 6. Clerks are not to carry on unnecessary conver- 
 sation in office either during or after office hours. 
 They are also expected to confine themselves strictly 
 to their work, and not to waste time. 
 
 1 7. Employees will be held strictly accountable for 
 observance of the above rules. All violation will be 
 subjected to fine. 
 
68 SYSTEM 
 
 System for Main Office. 
 
 The clerical work in the main office — correspond- 
 ence, orders entering, orders going out, billing, book- 
 keeping, filing — is all most important to the suc- 
 cess of a company, as carelessness or laxity or lack 
 of promptness entangle and embitter relations with 
 those companies related in business, besides causing 
 errors, delaying payments, or creating actual loss. 
 The strictest system, therefore, should be enforced 
 here and the work should be accurate and strictly up 
 to date. The following system is devised for this 
 purpose. 
 
 Order Clerk. 
 
 It is important as a time-saver that orders from 
 customers should at once be issued to the Works. It 
 is important that these orders should be carefully 
 read, that all wishes of the customers may be ob- 
 served and brought to the notice of proper person^ 
 and that all questions of route and method of ship- 
 ment and of credit be settled at once, in order to 
 avoid future trouble. The following is system to be 
 followed by Order Clerk. 
 
 OBJECT.— To issue to Works at earliest moment 
 all customers' orders, with full information for making 
 and shipping. 
 
 ACCOMPLISHMENT.-Order Clerk, on receiv- 
 ing customer's original order or letters containing 
 orders, after they have passed Credit Man and Gen- 
 
SYSTEM 69 
 
 eral Manager, shall enter such orders on Works' or- 
 der-blanks provided therefor, with full information 
 concerning number required, customer's pattern 
 number or marks, delivery, method of making or 
 quality desired, and also information as to whether 
 patterns are on hand or are coming. These orders 
 are also to contain date of letter, customer's name in 
 full, and shipping address (likewise the time-stamp, 
 with blank spaces for initials of receiver) ; hour and 
 date must be put on each order. This is to note where 
 a delay occurs ; and she shall initial, and put hour 
 and date of order leaving her. Tracer Department 
 Superintendent and Pattern Clerk will do the same. 
 
 In case Order Clerk finds the credit mark omitted 
 from original order, she must immediately hand it to 
 the Credit Man and get his credit mark. In case Gen- 
 eral Manager's O. K. stamp is omitted, she must im- 
 mediately hand it to General Manager and obtain 
 his O. K. stamp. 
 
 The order thus made out shall be called off to 
 another clerk, w^ho will place on original order, stamp, 
 and fill in same. 
 
 Order checked. 
 
 By 
 
 Date 
 
 These letters and orders shall be kept by Order 
 Clerk until order-sheets return from Pattern-shop 
 with order number, pattern number, and information 
 showing tracers have been made out for it as pro- 
 vided for in Pattern Clerk System, when she shall en- 
 ter foundry number on letters and orders, and return 
 
70 SYSTEM 
 
 them to Office Stenographer, who shall have them 
 properly filed. 
 
 Orders shall be entered by customers' names in 
 small book, under date, and sent to Tracer Depart- 
 ment, where small book is receipted for the orders 
 delivered. 
 
 Order Clerk, on receiving orders from Pattern- 
 shop, shall check said orders on her small book 
 (that was receipted for by Tracer Clerk), and if or- 
 ders are not returned within a reasonable time she 
 is to investigate and ascertain cause of delay and re- 
 port to Chief Clerk. 
 
 Order Clerk, on receipt of orders from Pattern- 
 shop, with necessary information, shall file them on 
 Works' order files, provided therefor, alphabetically, 
 according to customers' names, for ready reference. 
 
 OBJECT.— To keep record of shipments on or- 
 ders and assist operations of shipping. 
 
 ACCOMPLISHMENT. -Upon receipt of the ship- 
 ping memoranda from either O. H. or Crucible, Or- 
 der Clerk is to examine them to see that none are 
 missing, by arranging in numerical order of memo- 
 randum, and she shall enter on office order the ship- 
 ments, being careful to note that weights agree with 
 each other, and with former weights, to check possi- 
 ble error. 
 
 Order Clerk is to keep a list of all missing mem- 
 oranda, crossing each one off as soon as received in 
 proper condition for main office entry. 
 
 If Order Clerk finds a shipping memorandum is 
 not turned in by Shipping Department, she shall as- 
 certain cause of delay, and get customer's name of 
 
SYSTEM 71 
 
 delayed memo. If a shipping memorandum is miss- 
 ing, and no such record turned in, Shipping Depart- 
 ment is to be notified at once ; and if missing memo- 
 randum or a satisfactory record is not turned in 
 promptly, System Inspector is to be notified at once, 
 who shall see that it is done. 
 
 As soon as an order is completed it must be stamped 
 " order completed," and transferred from " working 
 order file " to " complete order file." 
 
 On shipments paid for in advance, the memoran- 
 dum (now being out on a tracer blank) sent to the 
 Shipping Department from the main office is to ac- 
 company the regular shipping memorandum, and the 
 Order Clerk is to mark conspicuously across the face 
 of the shipping memorandum the word " paid," to 
 prevent bills from going to a customer for an account 
 already paid. 
 
 Order Clerk shall enter from main office order to 
 shipping memorandum, customer's order number and 
 pattern number, as well as any information relating 
 to billing, etc., to watch closely the terms of shipment 
 as entered in " Terms " column on order, and if ship- 
 ment is not made in accordance Credit Man is to be 
 notified at once. 
 
 Order Clerk shall make out and mail printed postal 
 card, notifying customer of shipment if by freight or 
 express. She shall then hand shipping memorandum 
 to Bill Clerk for entry in Sales-book before pricing. 
 Order Clerk is to look after order files, and see that 
 they are kept closed up and in proper place in office 
 when not in use, and also see that no orders are re- 
 moved or lost from files. 
 
72 SYSTEM 
 
 Order Clerk is to figure extensions on shipping 
 memoranda when received from Estimating Depart- 
 ment, multiplying weights by price per pound, or the 
 number of castings by price, if castings are sold by 
 the piece. When this is completed memorandum of 
 shipment shall be passed to Bill Clerk for completion 
 of entry in Sales-book. Date and time of each oper- 
 ation must be stamped on memorandum of shipment. 
 
 Order Clerk shall make out bills of lading in 
 duplicate and shipping order at same time, then make 
 out list of shipments on special blank for this pur- 
 pose, and forward said blank to Freight Forwarder 
 (H. K. Lyman), B. & M. R.R., Rutherford Ave. 
 (House No. 7), Charlestown ; then Order Clerk shall 
 send bills of lading and shipping order to Car 
 Checker, obtaining receipt on Freight-book for same. 
 
 Order Clerk shall check bills of lading for out- 
 shipments, when received back from transportation 
 company, by comparing with Shipping-book. When 
 bill of lading is received the record of the shipment 
 on this book is to be checked with a pencil. Order 
 Clerk shall keep a record of all missing bills of lading 
 more than four days old, and application is to be 
 made at once to transportation company for the re- 
 turn of such bills of lading. After bills of lading are 
 checked Order Clerk shall deliver them to office boy 
 for filing in special cabinet. 
 
 When foundry tracers, having been completed, are 
 received. Order Clerk shall compare them with main 
 office order file and see that the number of castings 
 entered on tracer as shipped agrees with the number 
 shipped according to the order. 
 
SYSTEM 73 
 
 If a discrepancy is found a note shall be made out 
 on tracer, which is to be returned in an envelope ad- 
 dressed to the Tracer Department. When tracers 
 are compared with Order-book and found to agree, 
 they shall be returned at once to Tracer Department, 
 marked O. K. 
 
 When a request is received from a customer to 
 trace shipment Order Clerk shall at once start tracer 
 via transportation company to which shipment was 
 delivered. When tracer is started Chief Clerk is to 
 be notified. Record of tracer is to be kept on file by 
 Order Clerk, and if replies are not received in rea- 
 sonable time, additional requests are to be made until 
 satisfactory answer is received. When an answer is 
 received the information is to be communicated to 
 Chief Clerk. 
 
 Duties. — Duties of Order Clerk are to see that or- 
 ders are issued promptly, with complete information 
 as conveyed in customer's order or letters ; that order 
 is kept in proper order ; that proper record of ship- 
 ments is kept on them ; and to assist clerically opera- 
 tion of shipping. She shall also furnish all informa- 
 tion concerning orders on proper demand. 
 
 BiU Clerk. 
 
 The billing of shipments is one of the most impor- 
 tant operations in office work. It must be done care- 
 fully, accurately, with full information as to customers' 
 order numbers and pattern numbers, and altogether in 
 such a way that there can be no misunderstanding 
 on the part of the customers, since misunderstandings 
 constantly delay payments. The following system is 
 devised for this operation. 
 
74 SYSTEM 
 
 OBJECT.— To record, make out, and send bills to 
 customers to whom shipments are made. 
 
 ACCOMPLISHMENT. -Bill Clerk shall receive 
 shipping memoranda from Order Clerk, and shall 
 copy from them, into Sales-book, number of mem- 
 orandum, date, customer's name and address, address 
 to which shipment is sent, number of castings, and 
 weight, putting total weight of Crucible castings in 
 Crucible column, and of O. H. castings in O. H. col- 
 umn, giving each memorandum of shipment a serial 
 number. When shipment is sent C. O. D., or is paid 
 for in advance. Sales-book must be so marked, and 
 no second bills made out for such shipments. 
 
 The memorandum of shipment shall then be passed 
 to Estimating Department for pricing, which in turn 
 shall hand same to Order Clerk for extensions, and 
 when again received by Bill Clerk, the total amount 
 shall be entered on Sales-book. 
 
 She shall keep two lists of numbers (made by the 
 numbering machine), one list to correspond with 
 numbers of O. H. memoranda, and one to correspond 
 with Crucible memoranda. 
 
 Sales-book must be checked with these lists daily, 
 after each day's shipments are entered, and numbers 
 entered in Sales-book must be checked off on list. 
 
 If a memorandum is missing she shall at once in- 
 vestigate and discover it If Order Clerk can show 
 that such memorandum has been received and at- 
 tended to, it must be searched for in the office. If 
 memorandum cannot be found, and Order Clerk 
 has no record, or cannot obtain a record from Ship- 
 ping Department, Bill Clerk shall refer to duplicate 
 
SYSTEM 75 
 
 shipping memoranda pad, and take copy of the car- 
 bon record. It must then be ascertained from Ship- 
 ping Department whether or not shipment has been 
 made ; and if so, copy made by Bill Clerk is to be put 
 through as a shipping memorandum. 
 
 Each O. H. memo, of shipment must be accompa- 
 nied by an Inspector's certificate of quality for each 
 casting. These shall be detached from memo, of 
 shipment, and memo, of shipment number shall be 
 entered on certificate. These certificates shall be 
 kept filed in numerical order, for reference. 
 
 Bill Clerk shall see that all shipping memoranda 
 pads are turned in to her by Shipping Department 
 as soon as used up, which are to be filed by office 
 boy. She shall keep original shipping-slips filed away 
 consecutively for reference, and keep file locked. 
 This is very important, as this file forms our Sales- 
 book. 
 
 As soon as entries of a day's shipments are com- 
 pleted in Sales-book, bills shall be made out. All 
 bills must contain date, customer's name and address, 
 and also name and address of party to whom shipped, 
 if shipment is not made direct to customer. Bills are 
 also to contain customer's order number and pattern 
 number (if any), number of castings, weight, price, 
 and extensions ; also serial number from Sales-book 
 in top right-hand corner. 
 
 Bill Clerk is to keep a book containing all informa- 
 tion required on bills by customers, and is to con- 
 stantly refer to this book and see that nothing is 
 omitted from bills. 
 
 Bills are to be made out in manifold form, and car- 
 
76 SYSTEM 
 
 bon sheets to be filed away by serial numbers in spe- 
 cial file, and indexed by oflfice boy. 
 
 Bills when made out shall be passed to Order Clerk 
 for checking with Sales-book and shipping memo- 
 randa. If an error is found, Order Clerk shall return 
 bill to Bill Clerk, who shall make correction, and re- 
 turn to Order Clerk to re-check to see that correction 
 has been made. 
 
 Bill Clerk shall foot up weights and values in Sales- 
 book daily. She shall also furnish Cost Department 
 a list of daily weights and values. 
 
 Bill Clerk shall make out all duplicate bills and 
 furnish any information in regard to bills required 
 for correspondence or other purposes. 
 
 Bill Clerk shall write weekly and monthly summa- 
 ries in Sales-book. 
 
 She shall check all returned casting-slips and enter 
 same in Allowance-book, under direction of Chief 
 Clerk. 
 
 Any change made in Sales-book, if affecting ledger 
 entry, shall be reported to Ledger Clerk. 
 
 Duties, — The duties of the Bill Clerk are to re- 
 ceive memoranda of shipment, record same in Sales- 
 book after checking carefully, make out bills, and 
 file and keep in proper order all memoranda of ship- 
 ments and information pertaining thereto. She shall 
 also perform such other duties as may be prescribed 
 by Chief Clerk. 
 
 Entry Clerk. 
 
 Entries, being record of bills against us for pur- 
 chase of material, should be made carefully, thor- 
 
SYSTEM 77 
 
 oughly checked, and every precaution taken to be 
 sure that they are right as to price, quahty, quantity, 
 and receipt. The following is system for this work. 
 
 OBJECT. — To receive, file, and record purchase 
 invoices. 
 
 ACCOMPLISHMENT.- Incoming bills shall be 
 turned over to Entry Clerk by Purchasing Agent's 
 Clerk (see Purchasing Agent's Clerk System). All 
 incoming bills or invoices are by request sent in du- 
 plicate, and duplicates shall be pasted in invoice file 
 as record. 
 
 Before invoices are entered. Entry Clerk shall see 
 that receiving-stamp on original order is properly 
 filled out ; and to prevent a possible error shall verify 
 all extensions on invoices after Purchasing Agent's 
 Clerk. 
 
 Invoices subject to discount promptly in ten days 
 are to be returned to Cashier as soon as entered, as 
 shall any other invoices which the Cashier may re- 
 quest to be returned. Other invoices shall be put 
 away in a file marked " Bills Entered." 
 
 Care must be exercised when entering invoices to 
 see that no invoices are entered twice, and that no 
 invoices in connection with other matters than foun- 
 dry supplies are entered. 
 
 Entry Clerk shall number and file away expendi- 
 ture vouchers as soon as they are given to her by 
 Cashier. She shall check them up on the 5th and 
 20th of each month, and make a list of any missing 
 vouchers more than ten days old ; retain a copy and 
 give a copy to Cashier. 
 
78 SYSTEM 
 
 All voucher files shall be kept together in consec- 
 utive order. 
 
 Duties. — The duties of Entry Clerk shall be to 
 enter and file and see that all incoming bills arrive at 
 proper destination. She shall also, together with 
 Ledger Clerk, do the posting, and shall assist Ledger 
 Clerk on trial balance, and in getting out monthly 
 statements and making out collection-cards. She 
 shall enter all discounts except cash discounts which 
 are taken from purchase accounts, and perform what 
 other duties may be prescribed by Chief Clerk. 
 
 Filing and Information Clerk. 
 
 The filing of correspondence or statements is a 
 more important item of business than attention given 
 it would lead one to suppose. It is most important 
 that letters bearing on certain unclosed subjects 
 should be found, and the loss, or inability to find, 
 severely cripples a good situation frequently. It is, 
 therefore, most important that all correspondence is 
 filed away, and that it is filed in a way to make it 
 easily found. The following system is devised there- 
 for. 
 
 OBJECT.— To file rightly all correspondence de- 
 sired, or statements. 
 
 ACCOMPLISHMENT. -Filing Clerk shall file all 
 correspondence when given same by Stenographers 
 as answered. She shall file it in filing-cases, by cus- 
 tomer's name and in periods of month, and filing- 
 case shall have dates of periods clearly written on 
 back. She shall check off against lists of mail re- 
 
SYSTEM 79 
 
 ceived in Secretary's office; and in case letters re- 
 ceived are not filed within four days she shall make 
 request for same, and she shall do so every day until 
 she gets them. Filing Clerk only shall file corre- 
 spondence. 
 
 In all cases of correspondence required, Filing 
 Clerk shall hunt out same and deliver it to proper 
 person, making note of letter by Company's or wri- 
 ter's name and date, and to whom delivered. If letter 
 is not returned in four days she shall request return 
 of same, and do so daily till received. No letters 
 shall be taken from file except by Filing Clerk. 
 
 OBJECT- — To keep index of all correspondence. 
 
 ACCOMPLISHMENT.-Filing Clerk shall keep 
 a card index of names and addresses of all concerns 
 with whom Company correspond. Cards shall be per- 
 forated, and standard boxes with rods used, and under 
 no circumstances must cards be removed from the 
 index. Filing Clerk shall watch correspondence 
 closely when filing, and make out cards for all 
 names not already in address index. 
 
 Duties, — In addition to above, duties of Filing 
 Clerk shall be to furnish all information in her power 
 to proper persons upon request. She shall also re- 
 ceive callers having business with office, imparting 
 amy information that may be needed to direct them 
 to the proper person they want to see. She shall do 
 such miscellaneous work as directed by Secretary or 
 Chief Clerk. She shall begin not later than 8.45 to 
 supply information, on blanks provided, for letters 
 going to Tracer Department. 
 
80 SYSTEM 
 
 Ledger Clerk. 
 
 The main feature in keeping ledger must be accu- 
 racy and careful copying, so that it can be seen at a 
 glance how any account stands. 
 
 OBJECT.— To keep accounts in ledger. 
 
 ACCOMPLISHMENT-- Ledger Clerk shall do 
 the posting (checking all postings daily), get out state- 
 ments the first of each month, write collection-cards, 
 and get out the trial balance and write it in the Trial- 
 Balance Book. 
 
 The Ledger Clerk shall check up promptly each 
 day all receipts accompanying cash payments, or 
 memoranda of payments handed her by the Cashier. 
 She is also to enter in the proper books all discounts, 
 such as freight, express, etc., deducted by customers, 
 after such have been O.K'd by General Manager. 
 
 All receipts or vouchers accompanying payments 
 from customers, if found to be correct, are to be given 
 back to Cashier to be receipted and returned. 
 
 The Ledger Clerk shall post all entries from Sales- 
 books, Cash-book, and Journal to the individual ac- 
 counts to which they belong, care being taken that 
 the page and initial of book from which entry is made 
 are entered in column for that purpose. Ledger must 
 be kept neat and clean, and properly indexed, and 
 posted daily. 
 
 Duties, — Ledger Clerk shall attend to system of 
 ledger accounts and statements, as laid out. In these 
 duties she shall be assisted as directed by Chief Clerk. 
 She shall perform such other duties as indicated by 
 Chief Clerk. 
 
SYSTEM 81 
 
 Cashier. 
 
 The position of Cashier demands not merely hmt- 
 esty, since any position demands that, and not merely 
 accuracy, but an absolute certainty of correct- 
 ness by constant and careful investigation and check- 
 ing. 
 
 OBJECT-— To handle and record cash account. 
 
 ACCOMPLISHMENT.— To receive and enter all 
 production cash receipts in Check-book and Cash- 
 book, and deposit daily in bank, all checks, by mail 
 or otherwise. 
 
 Cashier shall hand to Treasurer each morning, im- 
 mediately after cash receipts are entered in Check- 
 book, a memorandum showing amount of cash re- 
 ceived and bank balance. 
 
 As soon as cash receipts are entered, Cashier shall 
 pass to Ledger Clerk receipts accompanying checks 
 or payments (or a memorandum of account paid 
 when no receipt accompanies the payment), for com- 
 parison with and checking the ledger, and also any 
 deductions which may have been made. Ledger 
 Clerk shall return them to Cashier as soon as com- 
 pared and checked, with a memorandum of any dis- 
 crepancy which may exist, or any erroneous deduc- 
 tion for freight, etc. Cashier shall then receipt all 
 vouchers found to be correct, and deliver them to 
 Stenographer for remailing to customer, with ac- 
 knowledgment slip filled out. In case any errors are 
 made in payment, or any erroneous deductions are 
 made, Cashier is to refer them to Chief Clerk. If 
 
82 SYSTEM 
 
 found to be correct, receipt or memorandum shall be 
 given to Entry Clerk for entry in the proper book. 
 
 OBJECT.— To make payments. 
 
 ACCOMPLISHMENT.-Cashier shall make all 
 payments in connection with construction or foundry 
 production according to the following method. 
 
 A voucher shall be made out and stamped with the 
 Treasurer's approval stamp. It shall then be passed 
 to Treasurer's basket. Treasurer shall approve by 
 inserting his initials, and return voucher to Cashier's 
 basket. Payment shall then be made at once from 
 Check-book or petty cash, according to nature of ex- 
 penditure. 
 
 Cash expenditures, as well as payment by note, 
 shall be numbered consecutively in Cash-book in the 
 margin to right of entry, the numbers to be preceded 
 by a letter of the alphabet, a different letter for each 
 thousand. When a thousand is completed the num- 
 bers then drop back to 1,2, 3, etc., preceded by the 
 next letter in the alphabet. 
 
 Cashier shall examine contents of Treasurer's bas- 
 ket daily, and call his attention to any voucher re- 
 quiring immediate payment. 
 
 A voucher duly signed by payee must be obtained 
 for every payment, whether by cash or by note. 
 
 Cashier shall do all work in connection with Check- 
 book and Cash-book, save posting and numbering j 
 and checking vouchers. 
 
 When checks are ready to mail Cashier shall seal 
 them in addressed envelopes and place them in box 
 to be mailed. 
 
 OBJECT. — To check and record accounts payable 
 to us. * 
 
SYSTEM 83 
 
 ACCOMPLISHMENT- -Cashier shall keep all 
 memoranda of castings for which bills have been sent 
 customers for payment in advance of shipment. 
 
 When payments for such items are received Cash- 
 ier is to stamp memo. " Paid," and deliver to Ship- 
 ping Department at once. 
 
 Stenographer shall note on such memorandum date 
 letter is written requesting payment ; and if payment 
 is not received within a week thereafter, Cashier shall 
 hand memorandum to Assistant Treasurer for fur- 
 ther correspondence, and so on until payment is ob- 
 tained. 
 
 Cashier shall receipt bills accompanying C. O. D. 
 shipments, and shall keep a record of the date, name, 
 and amount of all such shipments in a book used for 
 that purpose. Cashier shall also keep a similar record 
 of all shipments made sight draft against bill of 
 lading; and when returns from C. O. D. or sight 
 draft shipments are not received within reasonable 
 time, a memorandum is to be furnished the Assistant 
 Treasurer for the purpose of collection. 
 
 Cashier shall make out all drafts and notes. 
 
 Cashier shall look after collection-cards, entering 
 all payments or credits, and marking cards " Paid " 
 when settled ; then file them away. 
 
 OBJECT-— To check and record accounts payable 
 from us. 
 
 ACCOMPLISHMENT-— Cashier receives all pur- 
 chase invoices from Purchasing Agent, and delivers 
 them to Purchasing Agent's Clerk, who shall check 
 and return them, with receiving-slip attached. 
 
 Cashier shall see that receiving-stamp on invoice is 
 
84 SYSTEM 
 
 properly filled out. Cashier shall then insert in the 
 stamp the account to which bill is to be charged, and 
 submit same to Chief Clerk for examination. If con- 
 struction or foundry production, Cashier shall deliver 
 them to Entry Clerk for pasting in invoice file. Bills 
 not subject to ten-day discount shall be filed away by 
 Entry Clerk, but bills subject to discount for pay- 
 ment before end of month shall be returned to Cash- 
 ier as soon as entered. 
 
 Cashier shall pay them within the time required to 
 get the discount, upon approval of voucher by Treas- 
 urer. 
 
 At end of each month, Cashier shall check all ac- 
 counts promptly with statement, telephoning or re- 
 questing the Stenographer to write for any state- 
 ments not rendered by the fourth of the month, or 
 for any missing invoices called for on statements. 
 
 As soon as an account is properly checked it shall 
 be promptly vouchered, when a cash discount is al- 
 lowed, and must be put in the Treasurer's basket in 
 time to be approved for payment by the tenth of the 
 month following the date of the account (unless other- 
 wise instructed by Treasurer). 
 
 Cashier must be careful to make all deductions for 
 freight, express, labor, or any other allowances which 
 should be made, and also to see that such deductions 
 are entered in the books, if not already entered. 
 Should a deduction not be allowed. Cashier shall re- 
 port it to Purchasing Agent, who shall take up the 
 matter for adjustment. 
 
 Cashier shall keep track of all invoices which re- 
 quire payment immediately, or when goods are re- 
 
SYSTEM 85 
 
 ceived, and pay such invoices promptly according to 
 terms of contract. 
 
 Cashier is also to watch closely all accounts not 
 subject to discount, and place them in Treasurer's 
 basket for approval for payment before becoming 
 overdue. Bills for coal, metal, etc., must receive spe- 
 cial attention in this regard. When payment of a 
 large account becomes due Cashier shall notify 
 Treasurer three days in advance. She shall also keep 
 a list of all shipments made the Company, sight drafts 
 against bill of lading, entering on this list all such 
 shipments as soon as reported by party shipping, and 
 notify Treasurer in ample time before arrival of draft 
 is expected. 
 
 When word is received from a bank that a draft is 
 received against the Company, the message must be 
 communicated to Treasurer at once, and if he ap- 
 proves payment, check is to be drawn immediately. 
 Cashier shall see that all checks for all such accounts 
 are put in first mail after signature is secured. 
 
 Every two weeks Cashier shall receive from Entry 
 Clerk a list of any missing vouchers over ten days 
 old. She shall search for such vouchers, and if un- 
 able to find them is to request Stenographer to write 
 party to whom voucher is drawn, for its return. 
 Cashier must see that all vouchers are approved and 
 properly signed before being filed away. 
 
 OBJECT. — To handle cash for pay-roll. 
 
 ACCOM PLISHMENT. -Cashier shall have charge 
 of foundry pay-roll, and shall fill envelopes and de- 
 liver said envelopes, sealed, to Chief Clerk, who shall 
 pay off. Cashier shall keep a small office pay-roll 
 
86 SYSTEM 
 
 book of weekly salaries of the office force. Cashier 
 shall deliver envelopes to employees in the main 
 office, at the same time collecting their receipts there- 
 for. Receipts for salaries on office pay-roll shall be 
 made out by Cashier, and delivered to each person in 
 sealed envelope. All receipts on office pay-roll are to 
 be handled by no one else, except Chief Clerk, and 
 must be filed away in Cashier's desk, after receipts 
 are checked with pay-roll to ascertain that none are 
 missing. 
 
 OBJECT-— To keep office time-cards. 
 
 ACCOMPLISHMENT.- Each Saturday after- 
 noon Cashier shall deliver to Janitor time-cards, for 
 following week's records, ready for insertion in office 
 clock. 
 
 Duties, — Duties of Cashier shall be to follow sys- 
 tem as outlined. Cashier shall also place all books in 
 safes and lock safes at close of business hours. When 
 books are to be used by any person after her depar- 
 ture, she shall arrange for such persons to place books 
 in safes and lock said safes. Cashier must keep wire 
 door to Cashier's cage closed, and only admit such 
 persons as have authority from Treasurer to enter. 
 
SYSTEM 87 
 
 System for Purchasing and Distribu- 
 ting Supplies. 
 
 c 
 
 A very great deal of money can be saved by a 
 Purchasing Agent, and shrewdness is not the only 
 element necessary to such a saving, nor even the 
 main one. A record of past quotations, with detailed 
 facts, giving a grip on that mighty lever, competi- 
 tion, is possibly the largest element in successful 
 purchasing. A system of purchasing is necessary. 
 The following one is devised therefor. 
 
 OBJECT I, — To purchase, in a systematic, eco- 
 nomical, and prompt manner, the necessary supplies 
 to be used on the plant. 
 
 ACCOMPLISHMENT. -When PurchasingAgent 
 receives a requisition for supplies, signed by person 
 having authority so to do, and said requisition has 
 been O.K.'d by the General Manager, he shall pro- 
 ceed to buy the supplies in the following manner. 
 
 Purchasing Agent shall use his best judgment in 
 buying all supplies, and when the purchase is of 
 enough importance to have prices from two or more 
 sellers, he will send out an estimate sheet (A or B). 
 These estimate sheets are to be exactly alike, which 
 is done by using carbon paper, and the name of the 
 party to whom sent placed at the top. Each sheet 
 shall be enclosed in a letter to the seller. A list of 
 these parties on each estimate to be kept on memo- 
 randum, and, as the replies come in, to be checked on 
 said memorandum. Other things being equal, he will 
 
88 SYSTEM 
 
 purchase of the lowest bidder, unless there are special 
 reasons to do otherwise. 
 
 When order is ready to be given it should be sent 
 on order form ( see Form C),made in duplicate, and 
 a triplicate copy made without pricing, and the un- 
 priced copy to be sent to Storekeeper. Purchasing 
 Agent shall keep a record of all purchases on cards 
 as per forms attached, D and E, showing article, 
 price, name of vender, terms, freight, delivery, qual- 
 ity, and catalogue number. These cards shall be com- 
 piled from information obtained in answers and per- 
 sonal interviews with salesmen, and shall contain 
 complete information to show where to buy any arti- 
 cle in cheapest and most economical manner. 
 
 He shall keep on hand, filed in order in vertical 
 filing system, such catalogues and printed matter as 
 shall seem of use in purchasing supplies. Catalogues 
 shall be numbered and number shown on quotation- 
 cards. 
 
 Every kind of printing that is ordered by the 
 Company shall be designated by the word " Form," 
 followed by a number (example. Form i. Form 2, 
 Form 3, etc.), and book shall be kept, having a sam- 
 ple of every kind of printing, and record showing the 
 number of the form, the number ordered, the date of 
 the order, and our order number. Every kind of 
 book used on the plant shall be numbered, and a tag 
 (as per Form J) pasted in each book; and a book 
 shall be kept by Purchasing Clerk, showing these 
 numbers in regular order, with a short description of 
 the book, and giving our order number, to show of 
 whom they were purchased and when. 
 
SYSTEM 89 
 
 Commencing with the issuing of this system, every 
 form of printing shall be numbered as above, and 
 on each form there shall be printed, in small type, 
 in most convenient place, form number, number or- 
 dered at one time, and date — the date to simply 
 show the month and year (for example, 7 :02, 8:02). 
 The number ordered to be designated in the fol- 
 lowing manner : 5 C meaning 500, loM meaning 10,- 
 000. 
 
 OBJ ECT 2, — To order supplies of the Purchasing 
 Agent in a businesslike manner, and to distribute 
 said supplies. 
 
 ACCOMPLISHMENT.-The Storekeeper, when 
 he needs supplies, shall make out requisition on 
 Form F,have same approved by Superintendent and 
 deliver to Purchasing Agent. Superintendent will 
 be furnished with forms, the printing of which will 
 be the same as Form F. Paper to be pink, and called 
 Form G, and the numbering of said forms to begin 
 at I and run consecutively. These are to be blocked, 
 50 orders to each block. 
 
 When men on the plant want any supplies they 
 will apply to person having authority, who will give 
 them an order on the Storekeeper on Form H. This 
 order will be filled when presented to Storekeeper, 
 who will fill in name of party to whom goods are de- 
 livered, and date of delivery. 
 
 When persons in the main office or foundry offices 
 want office supplies Form H may be used ; or request 
 written on paper will, on being O.K.'d by Head 
 Bookkeeper or Purchasing Agent, be filled by office 
 boy in charge of supplies. 
 
90 SYSTEM 
 
 OBJECT 3.— To keep systematic record of the in- 
 coming and outgoing of supplies. 
 
 ACCOMPLISHMENT. -Storekeeper will use 
 Form I for every kind of supplies he has. Office 
 supplies will be kept track of on card system now on 
 hand, and Purchasing Agent shall, on the 5th of each 
 month, go over the card list and order enough sup- 
 plies to be sufficient, in his judgment, to last 40 
 days. 
 
 Record-cards shall be kept, being made out from 
 triplicate order returned by Storekeeper, showing, in 
 case of supplies, article, vender, quantity purchased, 
 by whose order purchased, purpose used for, amount 
 used, and date, and report of quality ; also the mini- 
 mum and maximum amount to be kept on hand. 
 These cards will show amount used in given period. 
 This applies to every article known to be used in 
 main office and foundry office, omitting postage- 
 stamps. Postage-stamps to be bought, from time to 
 time, as needed. 
 
 Purchasing Agent's Clerk. 
 
 OBJECT.— To make and send proper orders for 
 material or work to be done. 
 
 ACCOMPLISHMENT. -The Purchasing Agent's 
 Clerk is to make out and send orders, on blanks pro- 
 vided therefor, for all supplies from requisitions made 
 out by the department for which supplies are to be 
 ordered, under direction of Purchasing Agent. 
 
 Price and F. O. B. point, and all necessary informa- 
 tion or directions, to be entered on all orders. 
 
SYSTEM 91 
 
 OBJECT.— To check receipt of goods ordered and 
 record same. 
 
 ACCOMPLISHMENT-- The Purchasing Agent's 
 Clerk shall check up purchase invoices. He must see 
 that there is a receiving-slip for all material called for 
 on invoices received, and that weight and quantity 
 on invoice agree with weight and quantity on receiv- 
 ing-slips. Receiving-slips must be properly made out, 
 giving all information necessary. 
 
 Receiving-slip shall be pinned to back of invoice 
 and passed to Cashier, who shall specify account to 
 charge and place invoice on Purchasing Agent's 
 desk. 
 
 As soon as an invoice is received Purchasing 
 Agent's Clerk is to put on receiving-stamp and ini- 
 tial, and fill out the following entries : 
 
 Weight O. K. 
 
 Quantity O.K. 
 
 Price O.K. 
 
 F. O. B 
 
 Figuring O.K. 
 
 Use 
 
 He is to refer to original order for the purpose of 
 checking price and F. O. B. point. 
 
 When an order is made out a Storekeeper's slip, on 
 blank provided therefor, must be filled out and de- 
 livered to Storekeeper. Storekeeper shall enter on 
 this slip the date the goods arrive and quantity re- 
 ceived, and return to Purchasing Agent's Clerk. If 
 goods are not satisfactory in quality or weight or 
 measure. Storekeeper shall report to Purchasing 
 
92 SYSTEM 
 
 Agent's Clerk, who in turn is to note this on invoice, 
 and notify Purchasing Agent, who will make deci- 
 sion. 
 
 Purchasing Agent shall approve or disapprove, and 
 return receiving-slip to Cashier, who shall detach re- 
 ceiving-slip and return to Purchasing Agent's Clerk. 
 Purchasing Agent's Clerk shall file slips away, after 
 marking them to show that invoice has been received 
 and passed. When he is through with invoice he 
 shall turn same over to Entry Clerk. 
 
 He shall keep a card system, showing date of arri- 
 val and departure of all cars or vessels, and shall re- 
 port all cars nearing demurrage limit in time to get 
 them unloaded before going on demurrage. 
 
 He shall enter in Contract-book all contracts where 
 quantity or weight is specified. He shall also enter 
 against such contracts date and amount of all ship- 
 ments received applying thereon. When standing 
 contracts are made he shall notify Purchasing Agent 
 when they are nearing completion. 
 
 Clerk shall write up weekly stock sheet. 
 
 Duties, — The duty of Purchasing Agent's Clerk 
 shall be to assist Purchasing Agent in all possible 
 way to keep records as specified in Purchasing 
 Agent's system ; make out and send orders per 
 direction of Purchasing Agent; to check receipt, 
 quality and quantity of goods ordered ; to check in- 
 voices ; and to perform such other work as shall be 
 devised by Purchasing Agent. 
 
SYSTEM 93 
 
 System for Telephone Operator. 
 
 c 
 
 The telephone is fast becoming an important me- 
 dium of business ; but the man who can wait a day 
 on the mail won't wait five minutes on the telephone. 
 All callers should, therefore, be promptly attended 
 to. Courtesy and patience are essential elements. 
 The following is system provided for carrying out 
 same. 
 
 OBJECT- — To answer and transmit promptly all 
 telephone calls. 
 
 ACCOMPLISHMENT.-The Telephone Opera- 
 tor shall remain at telephone exchange and answer 
 all calls promptly and courteously, finding out just 
 who caller is, and what he wants, and switching him 
 on to proper parties ; and shall not leave telephone 
 during office hours unless substitute is at the ex- 
 change. 
 
 She must have an Address-book with names, resi- 
 dence address, telephone number, or nearest pay-sta- 
 tion of every one connected with main office or 
 foundry office. 
 
 She shall keep a daily list of all outside numbers 
 called, and specify on each list total number of calls. 
 
 She shall also keep a list of all toll calls, containing 
 date of call, party and telephone number called, name 
 of party for whom call is made, and amount of toll 
 charge, giving same to Cashier. 
 
 No long-distance calls are to be received " collect," 
 
94 SYSTEM 
 
 unless from some employee or official of the Com- 
 pany. 
 
 When calls or inquiries for parties are received 
 during their absence she shall fill out blanks pro- 
 vided for the purpose, giving name and number of 
 party calling, also time, sending same to proper 
 desk. 
 
 She shall receive telegrams over the telephone and 
 give same to Office Stenographer at once. 
 
 She shall telephone telegrams to telegraph offices 
 from copy supplied by Stenographer, which is to be 
 returned to Stenographer, and the operator must 
 place her initials and time sent on each telegram. 
 
 She shall keep on a spindle slips handed her by 
 persons leaving plant during business hours, giving 
 places where they can be found at certain hours. 
 
 When she cannot give information as to any one's 
 whereabouts she shall fill out another slip (kept for 
 that purpose), sending it to party called for upon his 
 arrival. 
 
 At night she shall leave telephones connected as 
 follows : 
 
 Booth, Office Building, with No. 117 Everett. 
 Club House with No. 120 Everett. 
 Works' Office with No. 10 Everett. 
 
 She shall have lunch hour from i to 2 p.m. 
 
 Duties, — The duties of Telephone Operator shall 
 be to facilitate transmission of messages, and transfer 
 quickly, endeavoring always to give caller proper 
 person he desires to call. 
 
SYSTEM 95 
 
 System for Office Boys. 
 
 c 
 
 The office boy is serving his apprenticeship to a 
 future business career. He should try to realize this 
 and learn right methods; but above all he should learn 
 those first requisites, industry and attention, and 
 make himself indispensable in small ways. His duties 
 are diverse and in many instances trivial, but he 
 should perform them in a thorough manner. Besides 
 the duties outlined below, office boys shall follow the 
 following system. 
 
 OBJECT.— To get from Post-office incoming and 
 to post outgoing mail. 
 
 ACCOMPLISHMENT.-First Office Boy shall 
 daily, at go to Everett Post-office and get all 
 
 mail directed to the Company or its officers or em- 
 ployees at the Company's address. This shall be 
 gotten in bag, locked, and shall be delivered by 
 
 to Secretary in his office. The same oper- 
 
 ation shall be repeated at 
 
 First Office Boy shall daily copy, envelope prop- 
 erly, and stamp all mail that is ready, obtaining same 
 from Stenographers (office of President, General 
 Manager, Secretary), and at and take same 
 
 and deposit it at Everett Post-office. 
 
 OBJ EOT. — To keep on hand sufficient stationery. 
 
 ACCOMPLISHMENT. -Second Office Boy shall 
 issue all stationery and printed forms upon proper 
 orders. He shall keep this material in two lots, one 
 
96 SYSTEM 
 
 to draw from and one for reserve. When first lot 
 gets low he shall fill same from reserve and notify 
 Purchasing Agent that reserve is low, so that more 
 may be ordered at once, thus insuring against short- 
 age. 
 
 Duties, — It shall be the duty of the office boys to 
 run errands, copy letters, statements, etc., on letter 
 press, mail correspondence, under supervision of Of- 
 fice Stenographer, and perform duties within their 
 power when requested to do so by any one in authority 
 or in the office. No boy is to leave the office when other 
 boy is out, and their noon hours are to be : First Boy, 
 11.30 to 12.30 Second Boy, 12.30 to 1.30. 
 
 First Office Boy shall have charge of mail. 
 
 Second Office Boy shall have charge of men's toilet, 
 and shall keep desks supplied with necessary articles, 
 ink, pens, etc. He shall have charge of office station- 
 ery supply closet. He shall be on duty at 7.30 a.m., 
 and dust desks, etc., before 8 a.m. 
 
SYSTEM 97 
 
 System for Handling Correspondence. 
 
 c 
 
 Correspondence is the oil of business transaction. 
 It should therefore be appHed well, but more partic- 
 ularly, promptly. To aid this, the following system 
 of handling correspondence is devised. 
 
 OBJECT.— To handle, distribute, and answer cor- 
 respondence quickly. 
 
 ACCOMPLISHMENT.- Mail on arriving shall be 
 taken to Secretary's desk. The Secretary on open- 
 ing the mail shall pass the letters, designating desti- 
 nation, to the Office Stenographer, who places on the 
 top of the letter the name of the department to which 
 it is to go. 
 
 Office Stenographer shall make duplicate lists of 
 these letters, and shall immediately send them to the 
 different departments designated, obtaining receipt 
 for same on original list, leaving the duplicate with 
 the Clerk of the department to which they were sent. 
 
 Office Stenographer, on receiving letters contain- 
 ing orders, after being passed upon by Credit Man 
 and General Manager, shall send at once printed 
 postal card to customer acknowledging receipt of 
 order, per example : 
 
 POSTAL CARD. 
 
 Dear Sirs : West Everett, Mass. 
 
 We are in receipt of your favor. 
 
 containing order which will receive our prompt 
 attention. Respectfully, 
 
 U. S. Steel Co., 
 Per 
 
98 SYSTEM 
 
 If letters containing orders have other matter in 
 them requiring answers Office Stenographer shall 
 make an abstract of such matter, on separate paper, 
 placing on paper the name of writer, date of letter, 
 and send this abstract forward as if it were a letter 
 noting on letter such has been done ; then send letter 
 to Order Clerk. She shall send all orders to Order 
 Clerk, who, after making out order-blanks, keeps them 
 until order-sheets return from Pattern-shop (as pro- 
 vided in Order Clerk's System), when she enters 
 foundry order number on letters, and gives them 
 to Letter-filer, who shall file same according to sys- 
 tem devised. 
 
 In case of all letters, lists must show date of re- 
 ceipt, to whom sent and dates, by whom received and 
 dates, and final destination, and these lists shall be 
 kept on daily files provided therefor, and shall be 
 used by Filing Clerk to check filing. 
 
 Clerk of each department shall make an entry on 
 daily slip showing letters coming to him, and to 
 whom they go on leaving his department, and date. 
 
 If letters are to come back direct to a department 
 from which they are sent they must be stamped to 
 that effect. 
 
 The moment personal letters become Company 
 letters they shall be delivered to the Office Stenog- 
 rapher, who treats them as incoming letters. 
 
 Company correspondence of any character arriv- 
 ing originally at any place in the plant outside of the 
 main office shall be sent immediately to Main Office 
 Stenographer. 
 
 Office Stenographer shall report to Chief Clerk 
 
SYSTEM 99 
 
 each night what mail is ready to answer but is un- 
 answered, and Chief Clerk will either O. K. report 
 or have it answered. 
 
 Inward telegrams (four copies) are received by 
 Office Stenographer, who sends one copy to Pres- 
 ident's desk, one to General Manager's, one to Sec- 
 retary's desk, and one copy to party who can furnish 
 quickest answer (provided such party is not the Pres- 
 ident, General Manager, or Secretary), who returns 
 answer at once to Office Stenographer, who will for- 
 ward answer. 
 
 Inward telegrams not requiring answer shall be 
 treated same as inward letters. 
 
 Inward telegrams requiring answer shall be entered 
 on block kept for that purpose by Office Stenogra- 
 pher, which is to show the date received, from whom, 
 to which department sent for answer, and name of 
 party receiving same. 
 
 All outward telegrams must go to Office Stenog- 
 rapher. Those that are answers to telegrams or let- 
 ters shall be noted on block kept for that purpose. 
 
 All outward telegrams must be confirmed by letter. 
 
 All supplies arriving by mail shall be taken imme- 
 diately to Purchasing Agent's Clerk. 
 
100 SYSTEM 
 
 System for Chief Clerk. 
 
 c 
 
 The work of an office in point of excellence is 
 very largely a question of the ability to guide and de- 
 termination to wind up the work of each day on the 
 part of the Chief Clerk. His accuracy, his alertness, 
 his promptness, gauge the standard of work. He 
 should, therefore, stand for an insistence of these 
 qualities. His system is a compound of all those 
 under him. 
 
 OBJECT- — To keep office work in up-to-date and 
 accurate condition. 
 
 ACCOM PLISHMENT-- Chief Clerk shall see 
 that orders are correctly written and sent immedi- 
 ately to foundry ; supervise all entries for returns ; see 
 that entries in ledgers and sales-books are kept up 
 daily ; that invoices are forwarded the day following 
 shipment and carefully scrutinized as to accuracy; 
 that correspondence is distributed and replied to 
 same day as received ; that statements are gotten out 
 promptly after ist of month; that trial balance is 
 promptly taken ; that clerks attend strictly to their 
 duties and observe proper decorum. 
 
 The Chief Clerk shall be responsible for the in- 
 ward workings of the office, and shall have charge of 
 all clerks in same, and their work. He shall pay par- 
 ticular attention to accounts and see that statements 
 are accurate, all due allowances being made. 
 
SYSTEM 101 
 
 System for Review of Business. 
 
 c 
 
 It is well that one should as frequently as possible 
 review one's business in detail. It is no small matter, 
 however, to drop the detail with which a business 
 man gets wrapped up and consider the broad ques- 
 tions. Our device for this purpose is to work out in 
 genealogical order all the varied departments and 
 their branches, putting down head-lines or terms in- 
 dicative of line of thought or action. This may be 
 termed a self-thinker, and can be constantly referred 
 to when the business as a whole or any department 
 is to be considered. 
 
102 SYSTEM 
 
 Meetings. 
 
 c 
 
 Daily, at 12.45, a meeting is held, selecting in regu- 
 lar rotation certain subjects, and calling into the 
 meeting those people who are directly responsible 
 for the results under that particular subject. The 
 General Manager is always present; and if, for in- 
 stance, the meeting is on moulding, the two Foremen 
 and the Inspector of Castings are present. The 
 President's Stenographer reads off the memoranda 
 in detail of what was discussed or decided upon in 
 previous meeting, and it is then ascertained whether 
 everything that was ordered to be done at previous 
 meeting has been executed. 
 
 After this is done the different Foremen submit, in 
 writing, reports on their work, which are read aloud 
 by the Stenographer, particularly running to sugges- 
 tions of improvements that they would like to see car- 
 ried out, but which they do not have authority to do 
 themselves. These matters are taken up and thor- 
 oughly discussed, a decision is reached, and the Sten- 
 ographer makes a note of that decision. These notes 
 come up again at the next meeting, so that it is im- 
 possible to lose track of any subject until it has been 
 disposed of by being actually completed and carried 
 out, when it is dropped out of the records of the 
 meeting. The Stenographer takes charge of all the 
 records, and produces them at the next meeting on 
 the same subject without further instructions. This 
 
SYSTEM 
 
 103 
 
 plan has worked admirably in that a suggestion 
 once made and put upon the records is carried along 
 from meeting to meeting until it is finally disposed 
 of. 
 
 Following is a list of subjects upon which we hold 
 regular meetings in rotation : 
 
 Electricity and Power. 
 
 Orders and Promises. 
 
 Office. 
 
 Moulding. 
 
 O. H. Melting. 
 
 Chipping and Shipping. 
 
 Machines. 
 
 Blacksmiths. 
 
 Records. 
 
 Yard. 
 
 Purchasing. 
 
 Selling and Pricing. 
 Condemnations and Re- 
 Orders. 
 Returned Castings. 
 Brake-shop. 
 Crucible Moulding. 
 Patterns. 
 Pay-roll. 
 Costs. 
 System. 
 
104 SYSTEM 
 
 System Concerning Leaks. 
 
 c 
 
 Every plant is full of leaks, and the busy man 
 does n't always have time to find them. A genealog- 
 ical tree of these can be made a great help. 
 
 H 157 82 
 
I 
 
VOLUME OF BUSINESS 
 
 MAXIMUM 
 
 MINIMTJM 
 
 Pre-monthly Estimates and Cutting of Cost:S 
 
 PRICE 
 
 Policy of Handling 
 
 Methods 
 
 Estimating 
 
 Cost Inn-nislicd on Amount of Work 
 Every Bid and Order on Hand and Price 
 
 Consideration of 
 
 Cost of Minimum 
 
 PRODUCT 
 
 Improvement of Plant 
 
 New England 
 
 Western 
 
 I. 
 
 Crucible 
 
 Foreign 
 
 New York 
 
 Salesman Duplicate Large Large Quantity 
 
 Advertibina 
 
 Delivery 
 
 Credit 
 
 Correspondence 
 
 Good Payers Poor Payers to Be 
 
 to Have Quick Notified of Favored 
 
 Delivery Customers' List 
 
 Time Stated on Issue of Each Order Letters Telephone Telegram Style of 
 I Answers 
 
 I \ I I I 
 
 Promise Miscellaneous Crucible Check by Check by 
 
 Clerk Clerk Clerk O. H. Clerk Pattern-shop 
 
 Broken Promises to Be 
 Noticed to Customers 
 
 Crucible 
 
 Pots Furnaces Increase Moulding Flask 
 in Building Machine 
 
 Employees 
 
 r 
 
 1 T" 1 
 
 Organization System Cost 
 
 Method of Policy of Bonus 
 
 Handling Encouragement 
 
 Genealogical Tree 
 
 System Inspector 
 
 Connection 
 with Foreman 
 
 O. H. Plant 
 
 Insurance Cranes Separation of Annealing Machines Flask Arrangement Shipping-room 
 Large and of Foreman 
 
 Small Work 
 
 LEAKS 
 
 Supplies Tools 
 Waste 
 
 Floor Space 
 
 (Jane 
 Fbwer 
 
 Bills 
 
 Slow Processes 
 
 that Could Be 
 
 Replaced 
 
 Things Stolen 
 
 LEAKS 
 
 Stationery 
 
 Ancient 
 Machinery 
 
 Machinei^y 
 Out of 
 Repair 
 
 Time of 
 Officers 
 
 Time of 
 Moulders 
 
 Time of 
 [.aborcrs 
 
 Pay-roll 
 Timekeeper 
 
 Time of 
 Office Force 
 
 Time of 
 Chippers 
 
 Time Lost 
 
 by Long 
 
 Moves