Attach I 4.0 - IRM GITM Process Flow - Order Mgmt.pdf

4.0 Order Management Process – Last Update as of 2021 07 18 DRAFT (Page 1 of 2) 4.0 Order Management Process – Last Update as of 2021 07 18 DRAFT (Page 2 of 2)4.0 Order Management Process – Last Update as of 2021 07 18 DRAFT (Page 1 of 2) 4.0 Order Management Process – Last Update as of 2021 07 18 DRAFT (Page 2 of 2) Lo gi st ic s

M an ag em en t

Te a m Lo gi st ic s

M an ag em en t

Te a m R eq ui re m en ts

T e am

R eq ui re m en ts

T e am Fr ei gh t Fo rw ar d er s Fr ei gh t Fo rw ar d er s W ar eh ou se

P ic k

P ac k

Te am

W ar eh ou se

P ic k

P ac k Te am D

M S

D M

S

IL

M S

IL

M

S Sh ip pi ng T ea m

Sh ip pi ng

T ea m

Lo gi st ic s M an ag er

(G o ve rn m en t

FT

E)

Lo gi st ic s M an ve rn m en t

FT

E)

Lo gi st ic s M an ag em en t Te am

D if fe re n t

Te a m

M em b er

Lo gi st ic s M an ag em en t Te am

D if fe re n t

Te a m

M em b er

R ec ei vi n g

T e am R ec ei vi n g T e am

Fi na nc e

Te a m (C o n tr ac to r)

Fi na nc e

Te a m (C o n tr ac to r)

Requirements Team Submits Orders

4.2 Order Status

Changed to “Create Assignment”

4.4 Within DMS Break

Order into How it is Shipped and Funded (Options: See Table

Below)

4.5 Manually Re-Enter Orders into ILMS

4.6 DHL, Freight

Forwarder, Or Pouch?

DHL/UPS/FedEx

Pouch

4.8 Enter Quote into DHL/FedEx/UPS

systems to obtain estimates based on dimensions, weight, counts, destination, who pays

4.7 DMS Calculates Estimated costs based on count, dimensions, weight

4.9 Request Quotes

by email from

Pre-Approved Vendors

4.11 Prepare Quotes

Freight Forwarder or

Despatch Agency

4.12 Receive and

Review Quotes

4.14 Load 2 to 3 lowest

‘reasonable’ cost options into DMS and submit selected quote For Ship Approval in DMS

4.13 Review for

Accuracy and Funding Available

4.18 Ship

Approval In

DMS

4.34 ILMS Generates

Shipping Numbers

4.15 Add estimate to Shipping Log in Excel

4.35 Invoice Reconciliation

Process

Yes

4.17 Approve?

No

4.36 Adjust based on

reason for rejection

4.20 Perform a QA

Check and completes

Reconcile log in DMS

4.19 Approve?

No

Yes

4.23 Add

Shipment # from

ILMS

4.24 Click Pick

to Release Order in

ILMS

4.33 ILMS Depletes Stock from Available stock

status and places it into “On Order” status

6.0 Outbound

Process

4.27 Order

Closed in

DMS

Order is closed in ILMS when the DHL/FedEx/UPS etc. OR Freight Forwarder picks up, delivered to Pouch or Picked Up

Inventory in ILMS and available

4.1 Continue if both

are inputs are complete

4.26 Pick & Pack

Process

For Drop Ship orders, the order is built according to the items and paperwork received and inventoried based upon the drop-ship customer group paperwork.

4.22 Continue if both

preceding processes are complete

Drop Ship Orders

4.3 For Drop Ship, Logistics Mgmt

builds Orders into

DMS

4.16 Ship

Approval in

DMS

Despatch Agency

4.10 Review for Accuracy

4.31 Leaves

Reconcile Log and goes to

Shipping Queue

4.21 Push Pick Button in

DMS

4.32 Sets status to

“Picking” in DMS

4.25 Proceed if both preceding steps

are complete

Shipping Mode

Funding Source

Unclassified Pouch

Classified Pouch

Freight Forwarder

DHL /

FedEx / UPS

Local Delivery

(NCR)

Pickup

ICASS

Program

Shipping Mode

Funding Source

Unclassified Pouch

Classified Pouch

Freight Forwarder

DHL /

FedEx / UPS

Local Delivery

(NCR)

Pickup

ICASS

Program

Or if Drop Ship

“Custodian” (Payer)

Shipping Mode

Funding Source

Unclassified Pouch

Classified Pouch

Freight Forwarder

DHL /

FedEx / UPS

Local Delivery

(NCR)

Pickup

ICASS

Program

Or if Drop Ship

“Custodian” (Payer)

Drop Ship Customers

MRA

REACH

FPT

LWS

WIFI

OBO

Post Procured Equipment

Bureau Procured Equipment

Drop Ship Customers

MRA

REACH

FPT

LWS

WIFI

OBO

Post Procured Equipment

Bureau Procured Equipment

Requirements Team Submits Orders into DMS

From Requirements Process

Despatch Agency charges the payer for the leg from DA to destination, if MRA (almost all cases) Post pays, if GITM (rare cases) GITM pays the charges, and estimate for that leg is generated in DMS

Local Delivery/Pick Up 4.30 Push “Waive” button and no charges will be incurred

End

4.28 Sets status to “Received” in

DMS

From Inbound process Place on Shelf in Designated Zone

4.26 Pick & Pack Process – Last Update as of 2021 07 18 DRAFT 4.26 Pick & Pack Process – Last Update as of 2021 07 18 DRAFT W ar eh ou se

P ic k

P ac k

Te a m W ar eh ou se

P ic k

P ac k

Te a m Sh ip pi ng T ea m

Sh ip pi ng

T ea m Lo gi st ic s

Su p er vi so r o r

Sh ip p in g Le ad Lo gi st ic s

Su p er vi so r o r

Sh ip p in g Le ad

IL

M S

IL

M

S

4.26.3 Print Picking

Sheet, (indicating from where to pick) from ILMS

4.26.6 Is the item a

Switch Requiring Integration?

Yes

4.26.4 Pick item

No

4.26.8 Additional Processing Required

Yes

No

Go to Outbound Process

4.26.2 Using DMS

identify Loads

4.26.11 QA – Manual count and confirm correct items quantity and model number

4.26.5 Decrement Paper Pick

Sheet

4.26.12 Print Labels &

other documents if applicable (see above note)

4.26.13 Pack

4.26.14 Palletize /

Stage

4.26.10 Update Status in DMS to Packing

FIFO check is driven by receipt Lot date. During placement, everything in the same location has the same lot date, but in theory if there are two less-than-full pallets combined in a location the incorrect Lot date could be picked. There is no labeling or repalletization to ensure the oldest Lot therefore there is some risk for FIFO compliance

Note: Order depletion from Available status happens at Order build

Picking of Loads is prioritized based on “Drop Dead date”, urgent status or routine status.

Picking is not by specific planned ship dates

If breakage occurs, they pick another one and send to vendor for repair

For Pouch shipments, Labels, Registry and Shipping materials are printed from ILMS. For freight forwarder shipments Labels are printed here, but documents are printed during the Outbound process.

4.26.7 Route for

Integration

4.26.9 Rout for

Additional Processing

4.26.1 Sent to Picking Team

Queue by status

Pick

Pack Required

4.26.7 Route for Integration – Last Update as of 2021 07 18 DRAFT 4.26.7 Route for Integration – Last Update as of 2021 07 18 DRAFT ar eh ou se

P ic k

Pa ck

T ea m W ar eh ou se

P ic

T ea m In te gr at io n T ea m

In te gr at io n

T ea m Fi na nc e Te a m

(C o n tr ac to

r) Fi na nc e Te a m

(C o n tr ac to r)

Lo gi st ic s M an ve rn m en t

FT

E)

Lo gi st ic s M an ve rn m en t

FT

E)

4.26.7.1 Provide Items to

Integration Room

4.26.7.2 Picker Manually Changes Status in DMS from Pick

to Integration

4.26.7.3 Integration

4.26.7.4 Change Status from

Integration to Ready for Packing

4.26.7.5 Pick up

4.26.7.6 QA for count, verification of

correct item from Pick Sheet

4.26.7.7 Status in DMS

to Packing Return to Pick & Pack Process

4.26.7.8 Move to Shipping

Aisle Integration Required

Update is not made in ILMS as ILMS only has location but not status

“Ready for Packing” is the hand off status to enable separate tracking of Integration Team completions

4.26.9 Route for Additional Processing – Last Update as of 2021 07 18 DRAFT 4.26.9 Route for Additional Processing – Last Update as of 2021 07 18 DRAFT ar eh ou se

P ic

T ea m W ar eh ou se

P ic

T ea m A dd it io na l P ro ce ss in g T e am

A dd it io na l

P ro ce ss in g

T e am Lo ca l D el iv er y

D ri ve r

Lo ca l D el iv er y D ri ve r Lo gi st ic s

M an a ge r (G o ve rn m en t

FT

E)

Lo gi st ic s M an a ge r

(G o ve rn m en t

FT

E)

4.26.9.1 Picker Manually

Changes Status in DMS from Pick to

”AP” Return to Pick & Pack Process

Additional Processing Required

4.26.9.7 Unloads to the Shipping Aisle

4.26.9.9 QA for Count and Correct

Models

4.26.9.8 Change Status

from Additional

Processing to Packing

4.26.9.4 Additional Processing

4.26.9.2 Email to

Coordinate with Additional

Processing Team

4.26.9.3 Deliver

4.26.9.6 Pick up

4.26.9.5 Sends Email that

it is ready for pick up

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 an d

A ct iv it y Ty pe s

A ct iv it ie s an

A ct iv it y

Ty pe s G a te w ay s G a te w ay s E ve n t Ty p e s E ve n t Ty p e s Sw im la n e s a n

C on n ec to rs Sw im la n e s a n

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)