AIR LOGISTICS COMMAND HEADQUARTERS 420 TH SUPPLY WING Clark Air Base, Air Force City Mabalacat, Pampanga

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1 AIR LOGISTICS COMMAND HEADQUARTERS 420 TH SUPPLY WING Clark Air Base, Air Force City Mabalacat, Pampanga STANDING OPERATION PROCEDURE 16 July 2014 NUMBER STORAGE AND WAREHOUSING 1. REFERENCE: Warehousing Management. 2. PURPOSE: This SOP prescribes the policies and the procedures in the handling and management of various stocks and equipment maintained by the 420th Supply Wing. 3. SCOPE: This SOP applies to 420th Supply Wing in the planning, acceptance, storage and maintenance of warehouse, the PAF personnel in withdrawal of supplies as well as to the handling, delivery and processing of supplies by the supplier/proponents. 4. DEFINITION OF TERMS: For the purpose of this SOP, the following items are hereby defined: a. Warehousing The performance of physical function covering receipt, storage, and issue of supplies. The process or act of positioning and placing items (cartoons, packages, pallet unit loads, etc.) in area set aside for holding these items or staging these items for shipment (stock transfer). given time. b. Storage - is the holding and keeping of supplies for future use, ready for issue at any c. Receiving - encompassing the physical receipt of material, the inspection of the incoming shipment for conformance with the purchase order (quantity and damage), the identification of the delivery, and the preparation of receiving reports. d. Space This pertains to the various types of areas or structures either covered or opentype utilized for the purpose of storing and protection of supplies. e. Manpower is one of the primary resources of a supply installation. It is also the greatest item of expense. f. Material Handling Equipment (MHE s) - is defined as any stationary or mobile equipment, powered, mechanical, or hand, operated, that is used for the physical handling, storage, and movement of supplies. g. Fast-Moving - classified as stocks issued regularly and expected to be used within a very short period due to its turnover. Page 1 of 6

2 annually, scrappage. h. Slow-Moving classified as stocks issued at intervals mostly monthly, quarterly, or i. Excess Serviceable (Dormant) Items - stocks classified as either for disposal or j. Inventory A physical count performed to determine the on hand of an item or group of items. Categorized as Annual (wall-to wall) physical inventory, cyclic inventory counting, Daily/weekly or monthly inventory and special inventory. k. Preserving - applying protective measures including cleaning, drying, preservative materials, barrier materials, cushioning and containers when necessary. l. Storage Management proper use of storage space and material handling equipment, proper grouping of activities for a straight line flow and the attaining of maximum productivity of all personnel, with four (4) important techniques namely; planning, directing, coordinating and controlling. m. Planographs (Storage area floor plan layout) an excellent management tool for space control, enables planning for effective use of space. n. Honeycombing - the storing or withdrawing of supplies in a manner which results in vacant space that is not usable for storage of other items. It is a improper method of warehousing where First In-First Out process is affected. 5. POLICIES AND GUIDELINES: 1) Stock Management and Control: a. The 420th Supply Wing personnel must follow the authorized stockage list. Conditions that affect the quality of the items carried (i.e., moist, rust, termites, dust etc.) must be dealt with accordingly. Improvement of the facility and equipment should be included in the unit s programs. b. Inventory levels must be readily available for inspection. c. Group Commanders will endorse the list of damaged, obsolete, dormant items to the Director for Operations 420 th SW for proper disposition. d. Computerized data shall bear such information that will enhance immediate determination of requirement. e. Stock Card system shall be adopted to serve as back up and reconciliatory measure with the computerized data. f. Respective Item Managers (IM) shall record and post daily transactions on a current basis to ensure timely rendition of financial reports. g. Warehousing and Stocks Control shall be made available on a timely basis so as to guarantee efficiency and serviceability of stocks being maintained by the 420 th Supply Wing. h. Individual identification of stock should be properly accounted/inventoried daily to determine check and balances from previous transaction (i.e., storage, receipts and issuance). Page 2 of 6

3 2) Storage and Warehousing a. Prior to inspection and receipt of stocks designated warehouseman shall render proper handling procedure employing the Material Handling Equipment (MHE s) and storage aids to adequately preserve and maintain serviceability of stocks. b. Ensure that full utilization of space should be put to use vertically and horizontally in the warehouse. Determine improved and unimproved storage space. c. Individual Warehouseman/IM shall consider the following warehouse space optimization: a) Throw out the junk. b) Move excess and out-of-season product to storage areas. c) Prior to end-of-the day transaction, clean up returned goods area d) Overhead space e) Reduce aisle sizes f) Eliminate empty space above products in individual slots g) Stack pallets on top of each other space usage. h) Store fast moving products in one reserve area of the warehouse for future i) Maintain a Planography with levels and compartments or sections labeled. d. Maintain storage support functional areas in the individual warehouse through: a) The space required for preservation, packaging and packing area b) The space required for receiving, shipping and issuance area. c) For office space. d) Maintain serviceability of Storage aids and MHE s e) The amount of space needed for each bin and bulk area. e. A reserve location should be maintain in which large items or bulky items are stored for the purpose of replenishing active locations or from which large quantities are required for outgoing shipments (stock transfer). f. Determine the commodity factor before the arrangement and stockpiling as to item similarity, item popularity, item size/weight, item quantity and item characteristics. g. Evaluate the approved storage layout (planographs) to determine what, how, when and where items should be stocked. h. Avoid honeycombing storage by removing parts of several rows. This is an improper withdrawal of stock where the First in- First out (FIFO) system is affected. i. Item Manager/s shall affixed proper identification tag/markings of each item and bin location tag in the warehouses to ensure accurate and systematic accounting and inventory of stocks utilizing the planography concept. j. Ensure that daily and timely cleaning and housekeeping procedure are periodically observed/practiced. Page 3 of 6

4 k. Operation Time of warehouse is from 0800H-1200H and 1300H-1700H. l. Warehouse will be closed during weekends and Holidays except during emergency and with authority from Wing Commander, 420 th SW. 6. PROCEDURES: a. Quarterly Physical Inventory of stocks shall be undertaken to ascertain that stock balances agree with the stock card. b. Each duty warehouseman shall render a supply readiness and accessibility. This is done to expedite service and issuance, and inventory to prevent pilferage, to provide special storage features for specific items c. Each warehouseman/im s shall ensure maximum protection of supplies from pilferages, termite infestation, and fire, extremes in temperature, odor and lights that might deteriorate the quality of stocks. d. Classify individual supplies for storage as fast-moving, slow-moving and non-moving or dormant stocks in one way to determine an item as to their physical condition and degree of serviceability. e. Provide inspection and spot check in consonance with the QC s technical inspection and acceptance of incoming shipment/delivery to ensure that contract requirements are met, without any damage to the item and that proper packaging and handling has been applied. f. In receiving items, it will be unloaded by the proponent/supplier to the designated area in a warehouse and inspect the condition of the items to ensure: All items are on clean pallets or container. No damaged cases or packages of items. No evidence of any toxic or non-foods items that could contaminate the items/stocks being received. Count the goods and compare the quantity, name, and lot numbers to the information stated on the shipping documents and company purchase order (PO). Investigate any discrepancies. Complete the Receiving Log with the following information: Product Information: Received date PO number DR number Description Weight in kg (if applicable) Lot number Quantity received Shipment Supplier Shipment Carrier Serial number National Stock Number (NSN) Part Number (PN) Once the items are acceptable, warehouse man will accept the items for safekeeping awaiting the TIAC for inspection and acceptance of items. g. In case the supplier has no equipment for the unloading of the supply and requested for assistance to 420 th SW personnel to unload the supply (particularly high valued items) they must sign a waiver that if any untoward incident happens the 420 th SW personnel will not be held liable. h. Deliveries of Items/Goods: Page 4 of 6

5 Supplier will notify PAFPC (PAF/Base TIAC Secretary) Secretary and then the PAFPC Secretary will inform the PAF/Base TIAC, end user, AFMFO, COA and 420 SW in writing 3 days prior the delivery of items. Upon delivery supplier will present the purchase order (PO) to TIAC and Item Manager and subsequently inform WOC regarding the delivery of supplies. For CMI Items Warehouseman will receive items being inspected and received by the PAF TIAC together with Proponent/Supplier. Warehouseman will insure that the items they will receive for storage and maintenance are complete and in accordance with specification stipulated in the procurement documents. For Items with end-user Warehouseman will only safe keep the items. Base TIAC will inspect & received the delivered supplies together with Proponent/Supplier. Make a notice of receipt to PAFPC, AFMFO, COA, and End-User within 24hrs upon received of the item. (With attachment of PO, DR & Sales Invoice) Delivery/inspection/issuance hours will be on 0800H-1200H-1330H-1700H from Monday to Friday. Weekend is designated as maintenance and housekeeping of all warehouses transactions will not be entertained unless with the authority from Wing Commander, 420 th SW. Furnish copy of P.O, DR and Sales Invoice to PAFSAO Signs the delivery receipt and sales invoice. Item Manager and Warehouse Man will input to stock card and depot stock i. Upon delivery of supplies, all damaged product/items will be returned immediately to the supplier without any receipt. j. Stock Transfer: Item Manager must check IRP/RIS/ARE, other pertinent documents and issuance directive of using unit for proper documentation. 7. RESPONSIBILITIES: a. Wing Commanders shall be the administrator and likewise overseer of the supply management of Depot Stock supplies. b. Director for Operations and Unit Commanders, shall organize, directs and monitor supply activities in the warehouse. Inspects supply activities to determine of compliance with current directive. c. The PAFSAO/RSO for Equipment shall account and sign all supplies and equipment received stored and distributed to the different units of the PAF. d. The Item Manager shall responsible in the proper documentation in receiving and issuance of supplies. e. Individual personnel assign in the operations (both IM s and warehousemen) performing both administrative and operational functions shall readily practice the policies cited therein. Page 5 of 6

6 f. Director for Operations and Unit Commanders shall monitor from time to time the strict implementation of this SOP 8. EFFECTIVITY: This SOP shall takes effect upon publication. BY COMMAND OF BRIGADIER GENERAL SANTOS: OFFICIAL: ARTHUR B BLANCA Colonel, PAF (GSC) Deputy Wing Commander JHON RAYMUND A SAMSON 2LT, PAF Wing Adjutant Page 6 of 6