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Household Programs Multi-Food Ordering System - PDF

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					Household Programs Multi-Food Ordering System

Agenda
• National Warehouse Contract Overview • Organization Roles and Responsibilities • Electronic Commodity Ordering System (ECOS)
– All Users/All Programs
• ECOS Access • ECOS Administration

– Recipient Agencies
• • • •
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Delivery Schedule Access Product Catalog to place orders Receipt for Deliveries Reports
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Agenda
• ECOS con’t
– National Warehouse
• • • • Delivery Schedule entry & updates Access recipient orders Receipt for shipments Reports

– USDA
• Review Delivery Schedules & Food Orders • Manage Inventory
Determine & maintain thresholds (trends) Inventory updates

• Reports
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National Warehouse Contract Overview
• Country is divided into 3 zones
– Zone A Paris Brothers, Kansas City, MO (CSFP & FDPIR) – Zone B Americold Services,Carthage, MO (CSFP & FDPIR) – Zone C Americold Services, Syracuse, NY (CSFP only)

• RA’s have been assigned in ECOS by warehouse/zone • Delivery schedules have been negotiated with all RA’s.
• ECOS report can be requested

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Organization Roles and Responsibilities
Recipient Agency
– ECOS
• Administer organization in ECOS
– User IDs, Organization information

• Enter multi-food orders • Receipt for orders

– National Contract
• Communicate service or quality issues

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Organization Roles and Responsibilities
Warehouse
– Negotiate delivery schedule with each Agency – Maintain accurate inventories
• Timely receipt of inbound orders in ECOS • Notify HQ of any discrepancies (i.e., damaged or lost product)

– Follow proper stock rotation i.e. FIFO
• Notify HQ of any issues regarding product quality

– Access ECOS to obtain multi-food orders – Deliver commodities in accordance with contract terms and negotiated schedules – Respond to commodity holds or recalls – Respond to service complaints – Respond to commodity quality complaints attributed to storage and handling – Support Disaster Feeding efforts
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Organization Roles and Responsibilities
FNS
– Review delivery schedules – Review orders for quantities – Assist RA’s to resolve issues – Provide program updates (policy memos, fact sheets, etc.) – Monitor inventories at the National warehouses, determine trends and submit replenishment orders – Administer the National Warehouse contracts in conjunction with KCCO
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ECOS Access
• Access the Login Page using the following URL – https://ecos.usda.gov – Enter the ECOS Logon ID and Password
• If this is the first access to ECOS, the user is prompted to change the original password

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ECOS Access - Login

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ECOS Access – Change Password

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ECOS Access – Home Page

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ECOS Administration Page

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ECOS Administration – New Users

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ECOS Administration – New Users

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ECOS Administration – Delivery Schedule

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ECOS Administration – Delivery Schedule

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ECOS Product Catalog / Ordering

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ECOS Product Catalog / Ordering

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ECOS Product Catalog / Ordering

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ECOS Product Catalog / Ordering

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ECOS Product Catalog / Checkout

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ECOS Product Catalog / Modify

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ECOS Product Catalog / Save

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ECOS Product Catalog / My Account

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ECOS Product Catalog / Saved Req.

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ECOS Product Catalog / Saved Req.

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ECOS Product Catalog / eMail

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ECOS Modify Submitted Req.

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ECOS Modify Submitted Req.

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ECOS Modify Submitted Req.

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ECOS Submitted Req./ Modify eMail

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ECOS Receive Shipment

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ECOS Receive Shipment

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ECOS Receive Shipment

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ECOS Receive Shipment

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ECOS Receive Shipment

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ECOS Edit Receive Shipment

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ECOS Edit Multiple Receive Shipment

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ECOS Reports – Requisitions Selection

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ECOS Reports – Requisitions PDF

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ECOS Reports – Requisitions CSV

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ECOS Reports – Requisitions CSV

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ECOS Reports – Schedule Selection

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ECOS Reports – Schedule PDF

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ECOS Reports – Received Shipments Selection

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Additional Information and Contacts
• User manual and online training are available. Training links are found at the bottom of most ECOS pages. • ECOS Help Desk
– – – – ECOS technical and usage issues only Email – ECOS-Helpdesk@fns.usda.gov Phone – 703-305-2914 Hours – 8:00 AM to 7:00 PM Eastern Time (hours have been extended for the 1st month of ordering)

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