Logistics Insight Corporation Romulus ODC Version 2.9 Procedure Manual Subject: MATERIAL FLOW July 31, 2014

Transcription

1 2.5 OVERAGE/SHORTAGE/DAMAGED MATERIAL SCOPE This procedure details the actions to be taken when material is discovered to be an overage, shortage or damaged (OSD). RESPONSIBILITY The ODC Manager is responsible to ensure that this process is maintained. He is also responsible for the provision of sufficient and adequately trained personnel. All Supervisors are responsible for managing the day-to-day operation of the process. All personnel are responsible to immediately report OSD material to their Supervisor. Questions regarding this procedure should be addressed to the Operations Manager. MEASURABLES It is expected that the following elements can be measured. 100% of OSD material will be properly reported to the plant, the ODC and the carrier where applicable. 100% of Compliance Reports will be accompanied by photos. 100% of damage reports will be forwarded to Supplier Compliance Clerk. PROCEDURE Please see the flow chart on the following page. See Also Additional information may be found in the following Penske documents 6.25 Overage 6.27 Damaged Freight 6.31 Shortage Process Owner: Operations Manager Approved: ODC Manager Page 1 of 8

2 When any material is suspected to be damaged: Report to DS immediately DS takes pictures of freight prior to unload and saves on shared drive tes The process for reporting damaged material is the same whether the material is dicovered to be damaged on arrival or the material is damaged at the ODC. If the material is discovered to be damaged on arrival, photos are be taken while the material is on the I/B trailer Euro freight? P3 If the material is damaged at the ODC, it is so noted on the Supplier Compliance Sheet and the carrier is NOT informed of the damage. Apply damage sticker to all 4 sides of the freight after DS takes pictures and take pictures after damage sticker is affixed to the freight Forward Supplier Compliance Sheet to DS If damaged at ODC, so note on damage sticker. Information Requirements: Carrier Inbound Route # Trailer Number I/B & O/B Part Number Supplier DS completes the damaged freight report Instructs dockman to move damaged freight DS completes Supplier Complaince sheet and attaches the photographs Present Supplier Complaince Sheet and photos to OS OS completes office portion of Supplier Compliance Sheet Office Supervisor s details, letter of intent and photos to Plant, Supplier and I/B Carrier. CC: Supplier Compliance Clerk Supplier Compliance address: jtinsley@4linc.com P3 P3 Process Owner: Operations Manager Approved: ODC Manager Page 2 of 8

3 P2 P2 rmal inbound route damage European freight damage OS prints out copies of s and attaches them to Supplier Compliance Sheet tify DS of damage, and take pictures of freight on inbound trailer OS files paperwork in Supplier Compliance Clerk s file for review. tify Office Supervisor of damage including all pertinent information including inbound shipment, packing slip, part number etc. Supplier Compliance Supervisor stores paperwork including pictures in file cabinet. OS contacts UTI for best course of action Supplier Compliance address: jtinsley@4linc.com OS documents action taken in accordance with UTI instruction DS follows UTI instruction as to what to do with freight OS files report with Supplier Compliance files with all contacts and directions made with UTI End Process Process Owner: Operations Manager Approved: ODC Manager Page 3 of 8

4 Steps to be followed once a discrepancy has been discovered. DS retrieves the PQ report and confirms a discrepancy does exists DS = Dock Supervisor DS retrieves Initiate the discrepancy report DS locates the freight and physically inspects material Does a discrepancy exist? DS instructs Dock Worker to correct scan. Information to be verified by the DS when physically inspecting the overage/shortage freight: Compare part numbers, quantities, and destinations on the AIAG label to the scan quantities on the PQ report DS takes digital pictures of all master labels involved in discrepancy. DS provides the OS the part #, discrepancy quantity, destination plant, discrepancy report, and digital pictures which are saved on the shared drive. OS retrieves the corresponding packing slip from outbound file The OS researches within CMMS and fills out the discrepancy report A B C D A = Page 5 - part in question should not be shipped to the plant B = Page 6 - ASN status C = Page 7 - Overage part is only part shipped by supplier on same day and there is ASN D = Page 8 - Shortage discrepancy inbound to the ODC Process Owner: Operations Manager Approved: ODC Manager Page 4 of 8

5 Process to follow to ensure of the part in question should not be shipped to another plant A From Page 4 OS ensures that the overage part is not for another plant Using the DAIA screen in CMMS OS checks the scans to determine if there is a shortage to one of the other plants. The OS cross references the DAIA screen against the SEBA screen for the same part in transit EU shipment? FOR EUROPEAN SHIPMENTS, CONTACT UTI WITH DETAILS ON THE DISCREPANCY. FILE AND ANY RESPONSE WITH SUPPLIER COMPLIANCE CLERK discrepancy information to the plant, supplier and I/B carrier Is the part for another plant? Is the freight still at ODC? Move material to the correct O/B trailer for the correct plant. OS s to notify the LLP and supplier with detailed explanation of event Take action as directed OS records date, time, and contact name on the "Supplier Incident Report" OS makes 3 copies of the "Supplier Incedent Report" and distributes them accordingly. Supplier Incident Report Distribution: Attach one copy of the Supplier Incident Report to each copy of the corresponding packing slip Forward the orginal "Supplier Incident Report To the Supplier Clerk Process Owner: Operations Manager Approved: ODC Manager Page 5 of 8

6 Process taken once it s been determined if an ASN is present in CMMS B From Page 4 Was an ASN sent? OS uses CMMS brings up the part on SEBA C (missing from an existing ASN or incorrect Qty on the ASN) Does ASN match the scanned quantity? Call Supplier to fix ASN Call Supplier to verify proper plant destination OS s plant LLP Supplier contacted? OS provides an detailed explanation of the event including the p/s #, part #, actual qty received and details of the label/asn discrepancy Verify ASN has been fixed DS = Dock Supervisor Upon request, pictures to LLP group Process Owner: Operations Manager Approved: ODC Manager Page 6 of 8

7 Procedure to follow when the overage part is the only part shipped by the supplier for that plant, on that day, and there is no ASN C From Page 4 OS checks the CMMS PCAA screen to see if there is an ASN for the rest of the parts on the P/S s Was there ASN sent? Is there a P/S? Call Supplier to send ASN Using the CMMS PCAA screen, the OS enters P/S shipping # to see if there is an ASN for the rest of the parts Call Supplier to FAX P/S pictures, Letter of Intent, Label serial numbers and other info to LLP and Supplier Supplier contacted? Verify ASN has been fixed or faxed P/S received Explanation includes the P/S #, part #, actual qty received and master label information OS completes contact information section on the overage checklist OS notifies DS that the ASN correction has been made DS = Dock Supervisor OS notes any overages on the P/S OS returns P/S to OB file to be processed Process Owner: Operations Manager Approved: ODC Manager Page 7 of 8

8 Steps to be followed once it is discovered discrepancy is a shortage inbound to the ODC D From Page 4 OS determines there is a shortage when scans do not match ASN and packing slip OS s letter of intent to inbound carrier and supplier OS prints out scan history and scan records from LMS system OS retrieves inbound PQ from DS or PQ specialist OS attaches correspondence to supplier, plant and inbound carrier to discrepancy report DS = Dock Supervisor OS attaches, inbound PQ, scan history, scan records to discrepancy report OS completes supplier incident report & attaches to packing slip OS files supplier incident report in supplier compliance box for SCC to review Process Owner: Operations Manager Approved: ODC Manager Page 8 of 8