Attach I 6.0 - IRM GITM Process Flow - Outbound.pdf

6.0 Outbound Process – Last Update as of 2021 07 18 DRAFT 6.0 Outbound Process – Last Update as of 2021 07 18 DRAFT O ve rv ie w

O ve rv ie w Palletize / Stage

Start

6.1 Method of

Shipment?

Pouch & Local Delivery

6.2 Pouch & Local

Delivery Process

Freight Forwarder, Despatch, DHL FedEx or UPS

6.3 Freight

Forwarder Process

6.4 Customer Pick

Up

Customer Pick Up

End

From Order Management Process

6.2 Pouch or Local Delivery Process – Last Update as of 2021 07 18 DRAFT 6.2 Pouch or Local Delivery Process – Last Update as of 2021 07 18 DRAFT

Lo gi st ic s Su pe rv is o r Lo gi st ic s

Su pe rv is o r

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O an ag e m en t Te am

O ag e m en t Te am Pouch & Local Delivery

6.2.2 Readies

Truck

6.2.3 Reviews ILMS generated

Manifest, confirms Driver has 2 copies and verifies counts, registry numbers against material

6.2.3 Reviews ILMS generated Manifest, confirms Driver has 2 copies and verifies counts, registry numbers against material

6.2.4 Load Truck

If available, Assist with truck loading

6.2.5 Transport to

facility

6.2.6 Arrive at Dock (or

Door, if no Dock), Ring

Bell

6.2.7 Security

Protocols

6.2.8 Unload /

Acceptance

6.2.9 Obtain

Signatures

6.2.10 Sign

Picksheets with delivery

6.2.11 Returns to Warehouse

6.2.12 Close the Load in

ILMS showing it was handed off

6.2.18 Receive &

Process

6.2.18 Receive &

Process

6.2.21 Track Registry

Numbers in ILMS until it gets to Post

6.2.17 Scan in Paperwork and Update ILMS

6.2.19 Sign & Take Posession

6.2.22 Arrive with Signature?

Return to Order Management Process to close out Order in DMS

Yes, Arrives, with Signature

Arrives, No Signature or Doesn’t Arrive as expected

6.2.23 Reach out to Posts and Troubleshoot

6.2.23 Reach out to Posts and Troubleshoot

6.2.1 Print Manifest for

Pouch, other shipping documents for Local Delivery

6.2.15 Is it Local

Delivery or Pouch?

Pouch

Local Delivery

6.2.13 Shows as “Shipped”

status in DMS

6.2.14 Send Shipping notification by cable or email to Post

with Shipping information including tracking

1 Day later…due to overnight data dump

Start, 1 Day before scheduled time

End of branch

EndDelay (sometimes items placed in storage)

6.2.20 Final Receive in

ILMS, which transfers Assets to their business unit.

As a backup, if a shipping team member does not / cannot complete the task, the driver will

In addition to the Pick & Pack Team, Receiving team or other sometimes also assist

Cable or Email includes: Order Number, Shipment Number, Description of what the order was shipped

Sometimes the delay is so long that the items expire while in storage

6.2.16 Ships 6.2.16 Ships

6.3 Freight Forwarder, Despatch, DHL FedEx or UPS – Last Update as of 2021 07 18 DRAFT (Page 1 of 2) 6.3 Freight Forwarder, Despatch, DHL FedEx or UPS – Last Update as of 2021 07 18 DRAFT (Page 2 of 2) 6.3 Freight Forwarder, Despatch, DHL FedEx or UPS – Last Update as of 2021 07 18 DRAFT (Page 1 of 2) 6.3 Freight Forwarder, Despatch, DHL FedEx or UPS – Last Update as of 2021 07 18 DRAFT (Page 2 of 2)

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C on so lid at ed R ec ei vi n g Po in t

D es p at ch A ge n cy so lid at ed R ec ei vi n g Po in t

Start

Freight Forwarder, Despatch, DHL, FedEx or UPS

6.3.6 Reviews Packing List, Commercial Invoices, Verifies

Items are Correct,

6.3.8 Confirm Schedule

6.3.9 Arrive to Pick up

6.3.11 Load

6.3.5 Request Pick Up

Time by Email and Advise Hold for

“Green Light” from Recipient will be required.

6.3.3 Requires Customer

“Green Light” Required For

Customs Paperwork?

6.3.12 Take

Consign-ment

6.3.13 Transport

to Facility

Go to Order Mgmt To Close Order in ILMS

6.3.18 Receive

Greenlight

6.3.14 Process Customs Paper-work

6.3.17 Receive

Greenlight from Post &

Forward

6.3.16 Email Post to

Request Greenlight

Wait

6.3.36 Shows as “Shipped”

status in DMS

6.3.37 Send Shipping notification by

cable or email to post with Shipping information including tracking

Direct

6.3.25 Receive &

Process

6.3.25 Receive &

Process

6.3.29 Track in Freight

Forwarder System

6.3.26 Sign & Take Posession

6.3.34 Arrives with Signature?

Return to Order Management Process to close out Order in DMS

Yes, Arrives, with Signature

No: Arrives with No Signature or Doesn’t Arrive as expected

6.3.35 Reach out to Posts and

Troubleshoot

Yes

No

6.3.10 Bring Shipment

to Door

1 Day later, after overnight data dump from ILMS to DMS

No

6.3.30 Send Email When there are updates information

6.3.27 Final Receive in

ILMS, which transfers Assets to their business unit.

6.3.2 Arrange Pick Up

via carrier website

6.3.21 Receive &

Process

6.3.21 Receive &

Process

6.3.24 Update

ILMS

6.3.19 Via

Despatch Agency or Direct to Post?

6.3.1 Which

Carrier?

Other

FedEx, DHL, UPS

6.3.4 Request Pick Up Time by Email

6.3.15 Required

to wait for “Green Light”?

Yes

Wait

6.3.20 Ship to

Despatch Agency

6.3.28 Ship

Direct to Post

Via Despatch

End of branch

Cable or Email includes:

Order Number, Shipment Number, Description of what the order was shipped

A few Freight Forwarders send status emails

EndDelay (sometimes items placed in storage)

6.3.7

DHL,

FedEx or

UPS?

No

Yes

6.3.31 Track in Freight

Forwarder System

6.3.32 Monitors by

email

6.3.33 Track in

ILMS

6.3.23 Pack & Ship

6.3.23 Pack & Ship

6.3.22 Consolidate

6.3.22 Consolidate

Wait time varies

6.4 Customer Pickup – Last Update as of 2021 07 18 DRAFT 6.4 Customer Pickup – Last Update as of 2021 07 18 DRAFT Pi ck in g

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6.4.3 Arrive for Pick Up

6.4.6 Review & Sign Pack

List

6.4.7 Provide a

copy of the paperwork to customer Return to Order Management Process to close out

6.4.4 Ring Bell, Present the Email

6.4.11 Shows as “Shipped”

status in DMS

6.4.12 Send receipt

confirmation email to customer with Shipping information including tracking

6.4.5 Check ID

6.4.2 Print &

Bring Email

6.4.9 Close the Load in ILMS showing it was handed off

1 Day Delay

End of branch

The receipt confirmation email includes the asset information. The customer is supposed to receive the item in ILMS, but almost never does

6.4.8 Provide goods

6.4.10 Overnight Data Dump

Start

6.4.1 Schedule Pick Up by

Email for documenting purposes, sometimes followed with a phone call

6.4.1 Schedule Pick Up by

Email for documenting purposes, sometimes followed with a phone call

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 d

A ct iv it y Ty pe s

A ct iv it ie s

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 n e s a n n ec to rs Sw im la n e s a n 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)