Material Receipt, Custody, & Stowage
Presented to:
WHY ARE WE HERE???
• Provide needed “Training” • Make crystal clear “Policy” and “Expectations” • Establish “Consistency” across the board • Identify what “Accountability” means • Discuss upcoming “Projects” • Recognize “Excellence” • Ensure “Success” as a “Department”
WHAT DOES IT MEAN TO US?
“Accurate receipt processing is the most important part of a unit‟s Readiness functions.”
“Sound receipt management is the foundation to build a unit‟s readiness with accountability.” 1. 2. 3. 4. 5. Meaningful workload! Smarter use of your time! Drastically reduce double work! Breakdown divisional barriers! Reduce negative impact caused by others!
Benefits
Increases Readiness through:
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Higher Inventory and Lap Accuracy Higher Range and Depth Higher Issue Effectiveness Reduced Warehouse Refusals Reduces fiscal waste Reduces Outstanding SIT/MIT Reduces need for “Wall to Walls” to fight fires Reduces Workload Satisfied Customers Liberty!!!!!!!!!!! Need I say more!!!!!!!!!!!
Poor Receipt Processing
Results in:
1. 2. 3. 4. 5. 6. 7. 8. 9. Reduced Inventory and Lap accuracy Reduced Range and Depth Reduced Issue Effectiveness Increased Warehouse refusals Increased fiscal waste Increased SIT/MIT Increased “Wall to Walls” to fight fires Increased Workload Reduced Liberty!!!!!!!!!! Need I say more!!!!!!!!!!!
Result of Improper Receipt Procedures
Item stowed on shelf not processed in R-Supply: 1. 2. 3. 4. 5. 6. 7. Review status: 5 minutes Review Tracking Info: 5 – 20 minutes Confirm POD: 5 – 20 minutes Review R-Supply for all possible locations: 5 Minutes Write up Spot Inventory: 5 minutes Locate storerooms and perform spot inventories: 5 – 30 minutes Process Receipt or LIS : 10 minutes
Total Time Required to correct Receipt Processing Error: 40 – 95 minutes
Responsibilities
• • • • • • • • Central Receiving IBS Site Coordinator Divisional IBS Site Coordinators / Complex LPO Storeroom Personnel / Custodian Complex CPO Divisional LCPO / DIVO Quality Assurance Stock Control (S-1 & S-6)
Central Receiving
T-Shed:
• • • • • • Accept Responsibility and maintain Accountability Receive Material from the system Ensure proper paperwork is received for each item Utilize IBS for Ripping Material Sort and Identify according to establish procedures Know and follow established procedures when handling, Pharmaceuticals, Level 1, Q-Cosal, Pilfer able, Flight Clothing, Classified etc… • Download and forward files and material to Ship‟s Central Receiving/IBS Site Coordinator
Central Receiving
Ship:
• • • • Accept Responsibility and maintain Accountability Receive sorted material from the T-Shed Notify IBS Coordinator of pallet ID numbers received Receive and resolve “No Loc” and “Frustrated Material” in a timely manner • Know and follow established procedures when handling, Pharmaceuticals, Level 1, Q-Cosal, Pilfer able, Flight Clothing, Classified etc… • Forward sorted material to appropriate complex or customer
IBS Site Coordinator
#1 use of IBS in the Ripping and Stowing of material is “Mandatory” • • • • • • • • Accept Responsibility and maintain Accountability Develop IBS Configuration Plan for the Department Maintain Accountability of the ship‟s IBS scanners and barcode label printers Sub custody scanners to appropriate divisions as set forth in the configuration plan Inventory monthly and submit a report of all equipment serial numbers unaccounted IBS hardware to TYCOM N412 Ensure equipment is in working order and coordinate technical assistance, replacement, and repair issues with external agencies. Coordinate IBS software upgrades on all PC‟s with IBS loaded Process scanned data from divisional IBS site coordinators into R-Supply
IBS Site Coordinator (continued)
• • • • • • Ensure Training is conducted in S-6, S-8, and S-10. Sign off PQS to qualified personnel. Review, annotate recommended actions, and distribute IBS reports to Senior Managers at the appropriate divisions Ensure all hard copy rips are returned on a daily basis Maintain hard copy rip file to match with respective stow copy After match discard rip receipt and forward stow receipt to QA Contact Complex LPO on rip copies that remain in the file for more than two days, TYCOM stow goal is within 4 days from RIP unless material is held at remote receiving site RIP remains until resolved either through stow or Inventory adjustment at which time the RIP is attached to causative research
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IBS Site Coordinator (continued)
• • • • Upload rip and stow scanner data to the main IBS computer at least “Daily” Ensure Export to R-Supply is done at least “Daily” Include IBS run as a daily job on the Monthly R-Supply Schedule Process and resolve the “RIP NO STOW” reports at least twice weekly Screen IBS receipt data files prior to uploading to R-Supply to minimize Suspended transactions Print the Forced Receipt Report and take corrective action Retain extract report for 30 days Generate IBS Management Reports and distribute
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IBS Site Coordinator (continued)
• Process and work IBS Reports “Daily” 1. Material Stowed with no matching RIP 2. Stow Qty less than Qty Received 3. Stow Qty greater than Qty Received 4. JSS205 IBS Reports 5. RIP Reconciliation Report
Divisional IBS Site Coordinators / Complex LPO
• • • • • Accept Responsibility and maintain Accountability Maintain Sub custody of IBS equipment Assist IBS SYSCO with monthly inventory Submit IBS trouble reports to the IBS SYSCO Ensure IBS scanners are utilized for receipt processing, inventories, LAP and material relocation and consolidation on a daily basis Ensure proper barcode labels are applied to “ALL” storeroom locations (to improve accuracy and efficiency of stow, LAP, and inventory evolutions Conduct “On-Going” IBS training for assigned personnel Review, distribute and provide training on IBS reports to action personnel QA stow receipts from storeroom personnel and input required LMC‟s into R-Supply for Shelf-Life items Ensure Stow copies are forwarded “Daily” with scanners to the IBS SYSCO, in document number sequence
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Storeroom Personnel / Custodian
• Accept Responsibility and maintain Accountability • Ensure all assigned storeroom personnel are trained and are using IBS scanners to stow material, perform Location Audits, Inventories and material relocations • Utilize bar code scanning for location, NIIN and document number • Receive or conduct training to ensure proficiency • Ensure annotations are made to receipts noting shelf life • Forward stow copies daily in document number sequence
COMPLEX CPO / Divisional LCPO / DIVO
• • • • • • • Accept Responsibility and maintain Accountability Ensure all personnel are properly trained Ensure established procedures are being followed Work required reports and resolve discrepancies Maintain Inventory and LAP statistics and post applicable charts on each storeroom noting the custodian Nominate storerooms and personnel for recognition! Brief the Supply Officer on LAP, Inventory and Receipt Processing Accuracy at scheduled intervals
Quality Assurance (S-10)
• 100% accuracy checks will be performed on the following 1. All repairables 2. All consumables with an EMV greater than $2500 3. Quantity discrepancies between Shipped qty (Receipt Qty) and the stowed Qty. In addition, a random sampling of all other consumables shall be performed. If problems are identified during LAPS and Inventories then the sample size and frequency will be increased. Receive, review and forward all receipts daily to Stock Control Conduct random weekly audits of the receipt processing procedures
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Stock Control
• Receive Receipts from QA daily and perform random accuracy checks for posting to R-Supply • Perform accuracy checks on all qty changes in RSupply for proper receipt processing • Scan all receipts for digitized historical file • File all receipts in Document Number sequence • Match outstanding requisition file to T-Shed RIP file, forward to applicable divisions and brief discrepancies to SUPPO during weekly production briefs
Accountability
• Procedures are established, each person will be expected to perform to these mandatory procedures and will be held accountable for them • As 100% inventories are completed storeroom custodians, Complex LPO‟s and Complex CPO‟s will be held accountable for any future success or failure!
Upcoming Projects
• Significant events are in the not-toodistant future:
1. Load out of the AVCAL and CAVCAL 2. Load out for underway and specific exercises 3. Load out for Deployment 4. Sustaining required Range and Depth for Deployment and supporting 10,000 plus requirements monthly
Excellence
• All storerooms will have Storeroom Custodian (Owner) and current Lap and Inventory results posted on the front door! • We will reestablish „Storeroom of the Month” • We will establish a program for recognizing significant personal excellence
Success as a Department
• Satisfying the Customer • Enhance teamwork between divisions, recognize our effect on each other • Reduce our workload by proper procedures and working together • Meeting TYCOM Directed goals • SMI ; Blue “E”; Battle “E”
A Storekeeper‟s Creed
This is my Receipt There are many like it, but this one is mine My Receipt is my best friend It is my life I must master it, as I must master my life Without me, my Receipt is useless Without my Receipt, I am useless I must post my receipt, before I get posted I will Before God, I swear this Creed My Receipt and I affect inventory validity We are the masters of inventory accuracy We are the saviors of accountability So be it Until there are no discrepancies, but accountability