Ship to Ship TO Procedure - June 2017.doc

Section ___ - Ship to Ship Transfer

Transfer orders can derive from an email and a work order/requisition request.

Transfer Order Procedures via email:

The C/E will send an email to the P/E requesting him to review the SBS warehouse database to verify if there is an available spare part. When there is not an available spare part in the SBS but there is a spare part available on a sister ship, the P/E will create the transfer order.

1-1. The Chief Engineer of the requesting (“Destination”) ship will initiate this process by sending an NS5 message with the attached part record(s) to the Port Engineer

1-2. The Port Engineer will review the material transfer request message and the part record(s), and then coordinate with the transferring (“Source”) ship via NS5 message.

1-3 Follow steps 3-1.

Transfer Order via Work Order/ Requisition Request:

2-1. Parts needed or consumed during a repair will be capture on the Materials tab\ Required/Used tab of the work order.

2-2. On the Materials tab \ Requisitions subtab, users can right click and select create requisition or click on Requisitions\New requisition to create a new requisition for the materials required or used.

2-3. The C/E will authorize the requisition.

2-4. The P/E will add the “Needed” date and the correct account, “040-002” prior to reviewing the requisition.

2-5. Save an close the requisition noting the requisition number.

2-6. Follow steps 3-1.

3-1. From the Fleet level, the Port Engineer creates a transfer order (TO) for the material shipment to the Destination ship from the Source ship.

*NOTE: RMS requires an approved Project with a valid Account code (e.g., 040-002) to process the Transfer Order. The current MARAD policy is that all Ships will use the common “*TRANSFER ORDER” Project. Since this Project is preceded by an asterisk, it will always appear as the first Project in a ship’s Approved Project list. As seen below, the Port Engineer selects the “*TRANSFER ORDER” Project for the Ship.

Identify Source Part and Destination Part information.

*NOTE: MARAD policy is for all transfers between ships to be done as Stock-to-Stock transfers.

Parts on a requisition can be added by right clicking in the white space of the “TO Items” or by selecting “Items\New from requisition” on the transfer order top tool bar.

3-2. This is how the individual Transfer Order Item record looks after both Items are linked and both Projects are assigned.

The Transfer Order Item window displays information regarding the part from both the Source (sending) location and the Destination (receiving) location. The information on the Destination location is read-only. The information on the Source location is copied from the Transfer Order window and from the Part and Equipment windows for the selected part.

*NOTE: Information on the Transfer Order Item window can only be changed prior to being issued. No information can be added or changed once the Transfer Order is issued.

The fields on both the Source and Destination sides of the Transfer Order Item

Windows are the same.

3-3. The Port Engineer replies to the original NS5 message from the Source Chief Engineer, informing the ship that the Transfer Order is ready to be issued. When the TO is issued, the inventory is decremented for the source ship.

3-4. The Source Chief Engineer issues the TO.

3-4.1 Select Documents→Transfer Orders→Transfer Orders to be Issued.

By waiting until after the TO has been issued to print out the Transfer Order, the name of the person issuing the Transfer Order will appear at the bottom of the form.

3-4.2 The Source Chief Engineer will pack and ship the material on the Transfer Order to the destination ship, including the TO Form.

3-5 The Destination Chief Engineer takes delivery of the transferred material when it arrives.

3-5.1 Select Documents→Transfer Orders→Transfer Orders to be Delivered.

3-5.2 Place a check mark in the box next to the TO to be delivered, then select the “Open” icon to view the TO.

3-5.3 Double-click on the item listed in the TO. This will open the “Transfer Order Item” window. Review the information in the window against the hardcopy TO form and the item(s) received to ensure they all match..

1.7.3.a If the items on the TO do not match the hardcopy TO form, a new part record must be created on the destination ship or an update to an existing part record.

3-5.4 Close the window and Select Process→Delivery. To maintain the integrity of destination spares locations “Select Location”.

3-5.5 Select “Take Delivery” - this action will bring up the below screen to enter data related to how full (By Percentage) is the designated storage location.

Choose the appropriate percentage and select Save. The TO will disappear from the

Transfer Orders to be Delivered Inbox and the TO status will be updated on the Issued Transfer Orders menu to reflect the delivery.

3-5.6 Print the TO Form, and file it in either your local receipts file or generate a PDF document and process it as a file attachment to the TO. This copy will show both who issued the TO and who took delivery of it.

3-5.7 Verify the Transfer Order processed properly. Find the parts in the Equipment Explorer Hierarchy and check to make sure the part(s) are now On Hand.