Attach I 3.0 - IRM GITM Process Flow - Inbound Process.pdf
PDF 310 KB Posted
- Attached to
- Connect--GITM Warehouse Services (Formerly 2. 2. 3) Federal contract opportunity
- Solicitation number
- 19AQMM21R0331
About this file
This request for proposal solicits 8(a) contractors to provide warehouse services for the Department of State's Global Information Technology Modernization office. The solicitation seeks to establish indefinite delivery/indefinite quantity contracts for overarching warehouse management needs across various department programs. Approximately two to four contracts will result from this competitive best value acquisition, with a projected spending of $51 million over five years. Proposals are due by February 23, 2021. Eligible 8(a) small businesses must contact the identified individual within one day of submission to confirm receipt. The solicitation details warehouse service requirements and provides response instructions for interested contractors.
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Text version
3.0 Inbound Process – Last Update as of 2021 07 18 DRAFT 3.0 Inbound Process – Last Update as of 2021 07 18 DRAFT O ve rv ie w
O ve rv ie w
From “2.0 Procurement”From “2.0 Procurement”
Emails Vendors with Initial Delivery Instructions and reminder of “Required By” Delivery Date
Copying Logistics Supervisor Start
Trigger Inbound Pickup Process
Start
SHIPS WITH
NO
NOTIFICATION
Start Event
3.1 Standard Inbound
3.2 “One-off” Pickup
End
Order Management
Outbound
From PCARD Process
3.1 Inbound Process – Last Update as of 2021 07 18 DRAFT 3.1 Inbound Process – Last Update as of 2021 07 18 DRAFT Lo gi st ic s
Su p er vi so r
Lo gi st ic s Su p er vi so r Pr o cu re m en t
Su pp or t
C on tr ac to r
Pr o cu re m en t Su pp or t C on tr ac to r V en d or V en d or R ec ei vi n g Te am R ec ei vi n g Te am Fi na nc e Fi na nc e
IL
M S
IL
M
S D
M S
D M
S
From “Procurement Process”
3.1.1 Assess Size &
Count
Emails Vendors with Initial Delivery Instructions and reminder of “Required By” Delivery Date
Copying Logistics Supervisor
Small Load
3.1.3 Agree with Vendor
on delivery schedule based on capacity of warehouse and personnel
3.1.2 Agree with Vendor on “tranche” size
based on capacity of warehouse and personnel
3.1.4 Enter into
DMS
3.1.7 Deliver to Dock
Large Load
3.1.28 Email Vendor
To Reschedule / Troubleshoot
Expected Arrival Time
3.1.6 Delivery
Arrives On- Time?
3.1.5 Make Dock
Appointment by phone or email
3.1.10 ILMS Entry
And Asset Tagging
3.1.18 Decrement PO in DMS
3.1.14 Place on Shelf in Designated Zone
Enter Asset Tag License Plate Number(LPN)/ Barcode Serial # or WMS ID if not serialized
3.1.11 System Generates
Shelf Location
3.1.12 System
Generated Location the
Correct Zone?
3.1.13 Override Location In
System No
Yes
End Inbound Process
3.1.17 Scan And File
Vendor Compliance Report and the Form
347 “Receiving Report” into DMS
3.1.22 Generate Invoice
3.1.21 Sign BOL For
Vendor
3.1.23 Send Invoice
3.1.24 Receive Invoice
3.1.25 3-Way Match
Yes
Payment Process
(Out of Scope) End of Branch
Invoice
PO
Vendor Shipping Compliance Report
Start
SHIPS WITH
NO
NOTIFICATION
Start Event
From “Procurement Process”
3.1.15 Decrement PO
in ILMS and get Form 347
Either Yes or No
Theoretically, a vendor may point to the contract and insist upon delivery precisely as stipulated or otherwise disagree with the approach. In the current state, as this has not (in memory) happened, there is no process or plan in place to address such an issue. 3.1.9
Delivery is “in full”
Yes and No
3.1.29 Coordinate with
vendor to have shortfall made up in next delivery, or, if no other deliveries are planned, in a separate delivery
No
3.1.26 Correct
Match?
3.1.27 Reject Invoice
and Request vendor resubmits with corrections
No
3.1.16 Is final
quantity in Order?
Yes
3.1.17 Close Order
End of branch
3.1.19 Is final
quantity in Order?
3.1.20 Close Order
End
No
Yes
For next tranche, go to “Make Dock Appointment by Phone or Email”
No
Items show on hand
Note adjustments if not in full
Override occurs most of the time
3.1.8 Vendor
Compliance Report
Enable Order
Management
Go to Order
Management Process
Transition to Inventory Process
3.2 “One-off” Procurement - Pickup Process – Last Update as of 2021 07 18 DRAFT 3.2 “One-off” Procurement - Pickup Process – Last Update as of 2021 07 18 DRAFT gi st ic s
Su p er vi so r
Lo gi st ic s Su p er vi so r Pr oc ur em en t Su p p or t
FT
E
Pr oc ur em en t
Su p p or t
FT
E D ri ve r D ri ve r D
M S
D M
S R eq ue st or
R eq ue st or
3.2.15 Notification Appears in
Queue
Trigger Inbound Pickup Process
3.2.4 Confirm and
Schedule Driver
3.2.7 Deliver to SA
3.2.16 Check In the item in DMS
End
3.2.12 Scan And File
Packing List as well as take as Photo of the actual delivery and attaches that in
DMS
3.2.1 Assess Size &
Count
Start
3.2.2 Pickup Item(s)
3.2.3 Deliver to Requestor
(usually at SA )
Decide to pickup
End
Request sending driver
3.2.5 Travel to Vendor
Location to Pick up
3.2.13 Request “Check In” is sent to Barbara
3.2.14 Approves & Checks-
in in ILMS
3.2.17 Decrement the PO in ILMS and generates Form
“Receiving Report”
Items are not received into inventory. No asset management on it. No Asset Tag unless requested.
If the item is going to the testing lab, they do their own inventory management
3.2.8 Acknowledge
Receipt by Email to Barbara or Lynne
Note: This process is rarely executed
3.2.11 DMS Entry
From PCARD Process
End of Branch
3.2.6 Delivery for
GITM personnel at SA?
3.2.10 Deliver to Gunston
3.2.9 Return to Gunston
Yes
No
3.1.8 Vendor Compliance Report Sub-Process – Last Update as of 2021 07 18 DRAFT 3.1.8 Vendor Compliance Report Sub-Process – Last Update as of 2021 07 18 DRAFT gi st ic s
Su p e rv is o r Lo gi st ic s
Su p e rv is o r V en d or V en d or R ec ei vi n g Te am R ec ei vi n g Te am
Start
3.1.8.1 Note PO
Number, SAQ number, Date and Category
3.1.8.3 Inspect Pallet, Boxes & Wrapping
3.1.8.5 Check Label Compliance on Each and
Every Box and conduct Hand
Count
3.1.8.7 Review Packing
Slip
3.1.8.2 Issues Found?
No
3.1.8.4 Issues Found?
No
3.1.8.6 Issues Found?
No
3.1.8.8 Issues Found?
No
3.1.8.9 Request Paperwork
corrections, Replacement or Repair of Damaged portion, accept portion without issues.
3.1.8.10 Handle
Disposal of Damaged goods
3.1.8.11 Add new or repaired item to next shipment or, if no next shipment, schedule an additional shipment
Yes Yes Yes
Yes
End of Branch
End Vendor Compliance Report
Process, Return to Standard
Inbound Process
Go to “Make Dock Appointment” End of Branch
Department of State Process Mapping Legend - DRAFTDepartment of State Process Mapping Legend - DRAFT Ev en ts
Ev en ts A ct iv it ie s a n d
A ct iv it y
Ty pe s A ct iv it ie s a n
A ct iv it y
Ty pe s G at ew ay s
G at ew ay s Ev en t
Ty p es Ev en t
Ty p es Sw im la ne s an
C on n ec to rs Sw im la ne s an
C on n ec to rs D at a/
Pr od u ct s D at a/
Pr od u ct s
Start Event – an event that starts a process
Intermediate Event – an event that occurs within a process
End Event – an event that ends a process
Process Step – an activity within a process
Loop Step – An activity that repeats until a specific outcome occurs
Multi-Instance Step
– An activity that happens a specific number of times (in parallel)
Return Step – An activity that sends the process back to an earlier step
Sub-process – Shows that a more detailed process is documented elsewhere
Catching Event – an event is started by receiving a message
Throwing Event – an event sends a message when it occurs
Temporary Stop – A potential roadblock within the process with no defined next steps
Timer – Events which start at a specific time, either at the beginning or during a process
Error – Events which generate an error and either fire off when an error occurs or ends the process
Error – Events which generate an error and either fire off when an error occurs or ends the process
Cancel – Events which stop the whole activity an return to the main process
Cancel – Events which stop the whole activity an return to the main process
Compensation – Events that send the process back to a specific event based on the current event failing
Compensation – Events that send the process back to a specific event based on the current event failing
Conditional – Events that are started by specific conditions
Conditional – Events that are started by specific conditions
Link – Identifies a link to another activity, avoids long sequence flow lines
Signal – A general broadcast within a process
Signal – A general broadcast within a process
Multiple – A combination of any of the event types
Multiple – A combination of any of the event types
Escalate – Events which come from Or lead to an escalation of the process
Escalate – Events which come from Or lead to an escalation of the process
Message – Events which start with, are continued by, or sends a specific message
Data Object – An input or output of data associated with an activity
Data Store – Specific data store location or system
Exclusive Event-based – Progresses based on an event (ex: “received XYZ message” or “15 days passed”)
Complex – Progresses when specific conditions are met (ex:
“both options A and C”)
Parallel – Progresses when
ALL the flows leading INTO the gateway is complete
Inclusive – Progresses when ANY of the flows leading INTO the gateway is complete
Swimlanes identify the organizations under which activities fall, activities are grouped by who performs the activities, not necessarily who is accountable, responsible, consulted, or informed of the activities
Association – A connector that shows a relationship between activities, events, gateways, data objects, and/or data stores that doesn’t necessarily identify process or message flows
Message Flow – A connector that shows the processes or pieces of information flowing from one organization to another, or data entering or exiting a process activity and/or data store
Sequence Flow – A connector that shows the sequence of activities, events, and gateways
Service Activity – An automated application performs this task
User Activity – A human performs this task with the assistance of an application
Manual Activity – A human performs this task with no application assistance
Service Activity – An automated application performs this task
User Activity – A human performs this task with the assistance of an application
Manual Activity – A human performs this task with no application assistance
Document – Specific input, output, or intermediary document Initiating Message – A specific initiating message
Message – A specific input, output, or intermediary message
Exclusive Data-based – Progresses based on the result of a question
1-2 variances
3-4 variances
5-6 variances
>6 variances, or task is manual with no set process
Indicates the number of systems used to perform a task
Automation Platform
Out-of-scope Sub-process Container:
Identifies that the sub-process is out of scope
Multi-Instance Step
– An activity that happens a specific number of times (in sequentially)
| 3.0 - IRM GITM Process Flow - Inbound Process Draft 2021 07 19.vsdx |
| 3.0 Inbound |
| 3.1 Standard Inbound |
| 3.2 “One-off” Pickup |
| 3.1.8 Vendor Compliance Report |
| Legend |
File details come from the government source that posted it. Updated .