36C79120R0003-005.pdf

PAP Program Internal SOP

SDC

PO Box 27, Hines, IL 23 August 2018

Summary. This SOP prescribes certain policies, responsibilities and procedures pertaining to the operation of the Positive Airway Pressure (PAP) program

Applicability. This SOP is applicable to all personnel of Service and Distribution Center (SDC).

Table of Contents (listed by chapter and paragraph)

Material Handlers Roles and Responsibilities Order Process Receiving Process Auto-Bagger Procedures Mail and Auto Return (ARR) Procedures Pulling Procedures UPS and Packing Procedures Warehouse Operations Inventory Control Procedures Quality Control/Quality Assurance Procedures Reports Safety

Order Process:

A. Order process is initiated and controlled by DLC via ROES & Vista system B. ROES & Vista software installed on SDC computers will dictate order quantity and order type C. Orders will then be picked, packaged and mailed to individual veterans or VA hospitals.

D. Sort Material.

E. Assist with restocking shelves.

Receiving Process:

A. Remove items from all incoming trucks, ensuring that product material arrives in good condition.

B. Operate Forklifts C. Receive, check in and put away palletized and non-palletized stock quickly and accurately.

D. Reconcile packing list with physical shipment.

E. Receive product into VISTA.

F. Attach location tag and re-stock all shelves into correct locations.

Picking Procedures:

A. Man up to four picking stations B. Pick items from shelf based on order forms C. Initial line stating ‘pulled by:’ on summary sheet for commodity group pulling.

D. Place orders in correct bins.

Auto -Bagger Packing Procedures:

A. Complete all auto-bag orders. Up to five auto-bagging positions B. Ensure area around auto-bagger is cleaned before leaving for the day.

(1) Clean rolls with Scotch Brite Pad and Alcohol after completion of job assignment to maintain good working condition.

C. Be conscious of BARCODES, BLANK BAGS or misprinted bags that will be returned to SDC if sent in error.

D. Stock work station with necessary supplies for the following day.

Mail and Auto Return (ARR) Procedures:

A. Sort all FEDEX and Delivers to proper sections.

B. Sort, cut, and deliver all mail to proper sections.

C. Pick up outgoing mail from all sections.

D. Ship all Next Day Air packages via UPS/FEDEX.

E. Complete Warehouse Returns from patients and clinics.

UPS and Shipping Procedures:

A. Initial each summary sheet shipped.

B. Ensure commodities are packed and shipped correctly.

C. Complete all shipments for your job assignment each day.

D. Upload shipments E. Ensure customer service notes and requirements are met.

Warehouse Operations:

A. Beginning of the workdays will be dedicated to location management. A blind count will be conducted of each Storage Type and verified. Errors found will be corrected.

B. PAP warehouse setup will be divided into multiple stations. Each station will have the ability to receive order and pull all necessary equipment to be shipped.

C. Each station will print order sheet or be provided an order sheet and pick each individual piece and fill storage bin and send to shipping station D. Shipping station will perform QA/QC on order before packaging and shipping equipment E. Timely inventories will be completed and annotated F. Material handlers will place incoming and outgoing shipments into their designated areas G. Material handlers Verify all incoming and outgoing shipments by document number, equipment type and quantity.

H. Will also be involved with solving a variety of potential warehouse issues, such as inventory variances.

Inventory Control Procedures:

A. Plan for and determine current and future supply requirements to meet customer needs.

B. Monitor the status and effectiveness of material support by identifying, analyzing, and resolving problems C. Review and analyze operational reports and plans, work schedules, planned requirements, and other data to determine and advise on compatibility of planned support programs.

D. Conduct special supply and demand studies and advising on procedures to be followed and reviewing financial data to determine reprogramming requirement E. Analyze, evaluate, revise, or develop new inventory management systems.

F. Guide, or review material support programs, functions, and actions implemented by others.

G. Performing quality assurance and review functions.

H. Assist the government in performing logistics support analysis and provisioning planning and implementation.

I. Assist in analyzing current inventory data and information from a variety of sources to identify models to stock for future inventory levels.

J. Examining and modifying as appropriate the inventory control and loss prevention procedures.

K. Manage the inventory throughout to distribution process.

Quality Control Procedures:

A. A sound internal quality control (QC)/assurance (QA) program in the unit/activity conducting maintenance is key to an effective distribution operation. The QC/QA program should be directed at:

(1) Preventing defects.

(2) Detecting deficiencies.

(3) Verifying compliance with established standards.

(4) Taking actions to eliminate re-work resulting from improper or inadequate practices.

B. The Quality Assurance Specialist will monitor and address the subject of internal quality control.

Reports: This will establish reports available to Supervisor’s to use in day-to-day operations. These reports will assist the supervisor in monitoring the PAP program. The reports listed below are recommended but not inclusive. These reports are a coordinated effort of FTE and contract labor.

A. Productivity report measures how efficiently the equipment is received and put away. The formula is units/hours.

B. Inventory carry report measures the how efficiently the warehouse space is being used.

The formula is total space available/space filled.

C. Inventory Turnover report measures the cost of total goods sold during a period / average inventory value.

D. Picking and packing report measures the number of items picked per employee per hour.

The formula is number of items picked/total shift hours E. Order size report measures the amount of equipment per order. The formula is number equipment picked/number of orders shipped F. Shipping output report measures the total packages shipped per day/projected number of shipped per day.

G. Order cycle time report measures total time from order to shipment.

Safety: This Chapter prescribes safety policies and procedures and establishes the accident prevention plan for warehouse facilities. The safety policies and procedures contained in this Chapter comply with VA policies and are intended for the protection of all personnel. Cooperation by all employees is essential since violations of safety procedures by one individual may endanger the life or wellbeing of fellow workers. Effective safety programs result from the team effort of all personnel.

All safety violations and concerns must be reported to the commander/supervisor immediately.

A. The safety meetings will be held quarterly. Special meetings will be called when critical and urgent safety problems arise. Topics of discussion should include the following minimum functions:

(1) Review and discuss the warehouse accident prevention program.

(2) Review and discuss current matters pertaining to personnel and property safety.

(3) Recommend changes in policies or SOP to minimize unsafe acts and prepare plans to strengthen the safety program.

(4) Develop educational and promotional efforts to create and maintain interest in shop safety.

B. The supervisor will conduct an analysis of all hazards to determine the degree of risk.

C. Training will be conducted for all maintenance personnel on an annual basis. At a minimum, the following safety training will be conducted:

(1) Harmful effects of noise and the proper use and care of hearing protective devices

(2) Proper use and care of eye and face protective devices

(3) Proper use of fire safety equipment

(4) Fire prevention and control measures, to include evacuation drills

(5) Proper movement and hand signals for material handlers

(6) Proper PPE (personal protective equipment)