Attach I 5.0 - IRM GITM Process Flow - Inventory Review.pdf

5.0 IRM GITM Inventory Review / Warehouse Contractor Performance Evaluation – Last Update as of 2021 07 18 DRAFT 5.0 IRM GITM Inventory Review / Warehouse Contractor Performance Evaluation – Last Update as of 2021 07 18 DRAFT Su pp ly

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Once a Month, the week before the 19th 5.1

Is it June or is it December?

5.4 Supply Chain Logistics Coordinator schedules

for Supply Chain Manager (FTE) to come for inspection

Yes

No

5.2 Proceed through the process with

A sample size of 25 storage locations

5.3 Proceed through the process with

A sample size of 50 storage locations

5.6 Issues Found?

Arrive on the appointed day

5.7 Perform root cause analysis & correct

the issue

Loop until time is up or check complete

Yes

No

5.8 Issue a “Stop

Picking” Order by radio/walkie-talkie and word of mouth

5.9 Print Inventory

Sheet, filtering out Staged Items

5.11 Sample-based

Inspection

Starting with Aisle 1 and continuing sequentially through 8, then to the Cabinets

5.12 Update Report Form

5.9 Print Inventory

Sheet, filtering out Staged Items

5.10 Proceed if either

preceding process completes

1 day before Appointed Day Advises team on expected

FTE arrival to stop picking 1 hour Before expected FTE arrival

5.13 FIFO Check

End

5.5 Over the course of the

preceding week, as time allows, perform 100%

Check

5.11 Sample Based Inspection Process – Last Update as of 2021 07 18 (page 1 or 2) DRAFT 5.11 Sample Based Inspection Process – Last Update as of 2021 07 18 (page 2 or 2) DRAFT 5.11 Sample Based Inspection Process – Last Update as of 2021 07 18 (page 1 or 2) DRAFT 5.11 Sample Based Inspection Process – Last Update as of 2021 07 18 (page 2 or 2) DRAFT pp ly

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5.11.1 Is it June or December?

Yes

5.11.3 Proceed through the process with

A sample size of 3 storage locations per each aisle

5.11.2 Proceed through the process with

A sample size of 6 storage locations for each aisle

5.11.8 Discrepancies

Found?

Yes

5.11.11 Root Cause

Analysis

No

5.11.7 Inspect the Selected Location to confirm

SKU & Quantity match the printed Inventory Sheet

5.11.9 Completed Aisle

8?

No

Either Yes or No

5.11.10 Go to Next

Aisle

5.11.12 Is it June or December? 5.11.14

Proceed through the process with

A sample size of 1 Cabinet

5.11.13 Proceed through the process with

A sample size of 2 Cabinets

5.11.15 Inspect the Selected Location to confirm

SKU & Quantity match the printed Inventory Sheet

Yes yes no 5.11.16 Issues Found?

Either Yes or No

Yes

Go to “Report Form Update” in “Inventory Cycle Count Process”

5.11.17 Root Cause

Found Before Inspection Complete

No

Yes

5.11.19 Include short-fall in

report

5.11.18 Not Reported and not

listed

5.11.4 Select location

at random within the aisle

5.11.6 If required, use forklift to bring down pallet

for inspection

5.11.5 High shelf?

Start at Aisle 1

Go to “Report Form Complete” in “Inventory Cycle Count Process”

5.13 FIFO Check Process – Last Update as of 2021 07 18 DRAFT 5.13 FIFO Check Process – Last Update as of 2021 07 18 DRAFT pp ly

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5.13.1 Pull FIFO Check Reports: “Saved

Query Request for “GITM Active Inventory W/Lot” “WMS GITM Shipment with Lot” and from ILMS”

5.13.2 Select 3 items at

random

5.13.3 Confirm if selected items shipped were within 30 days of the oldest equipment in inventory, by looking at lot date of what was shipped and comparing to the oldest lot date in inventory for the selected items

5.13.3 Confirm if all items

shipped were within 30 Days of the

Oldest Equipment Present

5.13.7 Report Form

Complete

End

5.13.5 December or

June?

No. It was just a “check”

“Yes”

5.13.6 Issue Found?

No. No Penalty will be imposed

Yes. A Penalty will be imposed

5.13.8 Scan and Save to

SharePoint

5.13.9 Complete Monthly

Status report and Save to SharePoint

From Inventory Cycle Count Process

The selection is usually done as 1 per class to reduce repeating prior month

5.13.4 Proceed when both people

complete check

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

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

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)