CENTRAL SHIPPING AND RECEIVING GUIDELINES AND PROCEDURES 2016/2017

Transcription

1 NACOGDOCHES ISD DEPARTMENT OF PLANT SERVICES CENTRAL SHIPPING AND RECEIVING GUIDELINES AND PROCEDURES 2016/2017 NACOGDOCHES INDEPENDENT SCHOOL DISTRICT

2 GUIDELINES AND PROCEDURES MISSION STATEMENT To create and maintain an efficient and effective department: In a way that 1) opens effective lines of communication; 2) establishes clear lines of authority; and 3) develops processes and procedures involving all NISD departments; in order to be a model service provider for NISD students and employees. This Department was established to: * Purchase supplies in bulk in order to help reduce the cost of supplies. * Consolidate in one location the purchase of certain frequently used supplies. * Provide for an adequate location to receive, distribute, and inventory textbooks. * Provide daily deliveries of U.S. and campus mail. * Provide a location to receive UPS, FedEx and freight shipments. Functions of the Department * Deliver supplies to campuses and departments. * Deliver and transfer textbooks between the campuses. * Maintain a supply inventory. * Maintain a state provided textbook inventory. * Process supply requests from the campuses and departments. * Pull, package, and deliver supplies requested by the campuses and departments. LOCATION The Nacogdoches Independent School District Central Shipping and Receiving Department is located at 203 West Cox Street in Nacogdoches, Texas. The building includes 15,000 square feet of warehouse, loading dock, freezer, office space, training room and district assessment room. HOURS OF OPERATION The Nacogdoches Independent School District Central Shipping and Receiving Department is open 7:00 a.m. to 3:30 p.m. Monday through Friday, except holidays. PERSONNEL AND CONTACTS The Nacogdoches Independent School District Central Shipping and Receiving Department is a division of the Department of Plant Services, which is located at 1800 Douglass Highway. Contact Information Mail: Central Shipping and Receiving Department 203 West Cox Street Nacogdoches, TX Phone: Fax:

3 Warehouse Supervisor Robert Vaughn, Ext Warehouse Secretary/Clerk Tondayla Samford, Ext nacisd.org Campus Mail Delivery Carlton Patterson, Ext nacisd.org Director of Facilities Ralph LaRue nacisd.org Page on NISD web site: Mail and Delivery Services Custodial Store School Store Science Store Textbooks Miscellaneous services DUTIES AND COMPONENTS The district's warehouse is used to house school & office supplies, copy paper, janitorial cleaning supplies, science supplies and electrical supplies used by the Maintenance Department. The warehouse also serves as the district's receiving and distribution center for all purchases and warehouse staff delivers district mail. The Central Shipping and Receiving Department is responsible for (1) warehousing, issuing and delivering stock items listed in the Custodial, School and Science Catalogues; (2) the pick up and delivery of packages from one school to another; (3) the pick up and delivery of interschool mail; (4) warehousing, issuing and delivering textbooks, and (5) annual inventory of district stores and textbooks. MAIL AND DELIVERY SERVICES Campus mail The van from the warehouse will pick up and deliver all interschool mail. Included in daily interschool mail will be: Properly Addressed Interschool Mail Envelopes Small Packages Please contact the Warehouse concerning large packages or large quantities of packages. Our campus mail delivery consists of two services: (1) sorting and delivering U.S. Postal Service mail coming to us from outside entities, and (2) sorting and delivering interdepartmental mail between NISD campuses. Campus mail delivery is made each school day, Monday through Friday. (1) A campus mail delivery system is maintained to deliver and distribute in-district communications, communications from outside sources, print-shop materials, UPS and 3

4 FedEx returns, school board deliveries, and state assessments (such as STAAR, to include EOC exams, TELPAS,SSI, etc. under the supervision of the Executive Director of Accountability and Assessments). Physical limitations may limit large items. (2) The use of this campus mail service shall be restricted to those materials and communications which are in direct support of the District s operations. As part of the Xerox Supplies Return & Recycling Program, your Xerox print/toner cartridges usually come with a return label for recycling empty cartridges. If you are returning an empty cartridge to Xerox, please be sure and check the supplied label. Please do not return boxes to the Warehouse if they have DHL labels. If the label on your box is a DHL label, it will not be picked up by UPS or FedEx. If you want to return this you will need to call Xerox for a UPS or FedEx label. If the label on your box is a USPS (United States Postal Service) label, please do not return to the Warehouse. Please place with your campus's daily postal pick-up items. Outgoing off-campus Packages -- United Parcel Service and Federal Express make daily deliveries and pick-up at our facility. Campuses will be responsible for notifying other carriers. Packages for UPS and FedEx pick-up can be sent to the Central Warehouse on 203 West Cox Street. Make sure that the package is secured by approved packing tape and has a valid shipping label. Campuses are responsible for any and all shipping charges. Campus mail should be enclosed in yellow envelopes marked "Inter-department delivery" or "Inter-departmental mail". Fill out completely. Most of the Inter-department mail envelopes have the following columns Date/Deliver to/department/sent By/Department. Some of the older envelopes still in use have columns only for the name of the person to whom the mail is to be delivered and their department/campus. Fill the envelope out completely regardless of which kind you have. Be sure to cross out the entire line of the previous address. Fill out correctly. Make sure you have the correct name, correct campus and/or correct department. Use full name of person to whom delivered; use correct name of the campus/department to which it is delivered. It is nearly impossible to deliver an item if it is addressed to a function or in a manner that could indicate more than one location. Disregarding the above procedures will delay the delivery of mail. Submit to the designated person/area on your campus. Inter-department mail will only be picked up at the designated area. Continue to reuse the inter-department mail envelopes until all spaces have been filled. New envelopes can be ordered from the School Store. U.S. Postal mail: if you regularly receive mail that is addressed incorrectly, please notify the vendor/company/sender of the correct address and/or employee. If you order an item, be sure that you give your name, campus and correct address. 4

5 Carelessness may result in misplacement and mis-delivery of important district communications. See page 14 for Campus Mail route. Campus mailboxes/slots are located at each campus. Interdepartmental mail is delivered to campuses, which are in turn responsible for distribution to campus mailboxes. The person to whom a letter or package is addressed (or department or campus if addressed thusly) should pick up the envelope or parcel. If you receive someone else's mail, return it to the campus office (or the Mail Room or if you are at EJ Campbell). The NISD Mail Room is operated as part of the mail and delivery services of NISD Shipping & Receiving. It also serves as mailboxes for departments housed at the EJC Campbell Administration building. Only authorized persons should deliver mail to and/or remove from the mail room. Inter-department delivery envelope CUSTODIAL STORE Custodial orders are delivered each Tuesday and Thursday. Orders must be received by 2:00 p.m. the day before the delivery. Campus custodians should place orders by fax to the Custodial Supervisor at the Department of Plant 5

6 Services. Fax = Orders received after 2:00 p.m. will be shipped the following week or available for pick-up by the Custodial Department. Tuesday delivery: Brooks Quinn Jones, Carpenter, Fredonia, Nettie Marshall, Raguet and Thomas J. Rusk Thursday delivery: Bus Barn, E.J. Campbell, McMichael, Mike Moses, and Nacogdoches High School See < for link to Custodial Store items. See page 13 for Custodial Order Form. SCHOOL STORE The School Store includes items from copy paper to three-ring binders, electric sharpeners, file folders, post-it notes, laminating film and permanent markers; see < for a link to School Store items. Copy paper and other large quantity orders (as well as large orders from outsider vendors) are delivered each Wednesday. Orders must be received by 2:00 p.m. the day before the delivery. Orders received after 2:00 p.m. will be shipped the following week or available for pick-up. School Store orders will not be shipped without a purchase order or copy thereof. Concerning paying purchase orders, the Warehouse will send the invoice directly to the Business Office for payment along with a copy of your purchase order. See page 12 for School and Science Store Order Form. NISD School Store Delivery Ticket 6

7 SCIENCE STORE The Science Store provides services and resources for NISD science teachers and departments at a reduced cost, and streamlines purchasing under the supervision of Central Shipping & Receiving and the Director of Science. See < for link to list of Science items in the School Store. Science Store orders will not be shipped without a purchase order or copy thereof. Concerning paying purchase orders, the Warehouse will send the invoice directly to the Business Office for payment along with a copy of your purchase order. TEXTBOOKS Textbooks are ordered, warehoused at and distributed from the Central Shipping and Receiving Department by the District Textbook Coordinator. All textbook orders should be submitted by the Campus Textbook Coordinator. For detailed information, see the NISD Textbook Manual. MISCELLANEOUS SERVICES Other miscellaneous services and responsibilities associated with Central Shipping and Receiving include: District Assessment Room the state-required secure limited-access District assessment room, containing 625 square feet, is located in the Central Shipping and Receiving facility, and is managed by the Executive Director of Accountability/Assessments. Training room a technology-equipped training room of approximately 800 square feet, with projector for presentations, internet access, etc., is located at the Central Shipping and Receiving facility. The training room will comfortably serve about 35, with maximum occupancy of 50. It may be scheduled for district functions by contacting the Warehouse Supervisor at Freezer a 336 square feet freezer, stocked and maintained by the Department of Food Services, is housed at the Central Shipping and Receiving facility. The Shipping and Receiving Department provides equipment and employee support. Storage the Central Shipping and Receiving facility is able to provide limited storage for temporary purposes. These services include temporary housing of outof-adoption textbooks, antiquated technology equipment, dry food products, and certain documents ready for disposable. Do not send items to the Warehouse for storage without prior authorization. A campus inventory sheet must be provided with the returned items, and storage will be for a limited or indefinite time as determined and agreed by the Warehouse and sending Department/Campus. The physical appearance and structural integrity of the shippable carton is important. Individual cartons can weigh no more than 50 lbs each (roughly the size of a copy paper case). Cartons must be should not collapse when two cartons of similar materials are stacked on top. Shipping Labels should be located on top of the box, away from any packing tape. A packing slip should accompany any shipment. Each carton must be individually labeled. 7

8 WAREHOUSE PROCEDURES DELIVERY OF MERCHANDISE All deliveries to a school or building are accompanied by a delivery ticket, which indicates the number of packages/cartons being delivered. This includes stock items ordered from the warehouse, materials on purchase orders (non-stock items) that have been shipped to the warehouse which were designated for a school or building, and interschool parcels such as TAKS or Print Shop. NISD Pick Up/Delivery Tickets PICK UP AND DELIVERY TICKETS Pick Up/Delivery Tickets are filled out in duplicate. These tickets are given to the driver so that he/she will know what is to be unloaded and/or picked up at each stop. Information on the ticket gives the total number of packages/boxes to be left and/or picked up at each delivery point. A responsible individual on the receiving campus should receive the delivery by visual inspection and signature. Print Shop materials will be accompanied by a triplicate NISD Print Shop Campus Deliveries form, and Assessment materials with be accompanied by a NISD Accountability/Assessment Campus/Department Delivery sheet in four parts. 8

9 NISD Print Shop Delivery Ticket NISD Accountability/Assessment Campus/Department Delivery Ticket 9

10 REPORTING DISCREPANCIES Any discrepancies in a shipment/delivery must be reported to the Warehouse within one week of delivery When reporting a discrepancy, be prepared to refer to, or give information regarding the following documents: Delivery Ticket Packing List for Stock/Warehouse Orders Purchase Order for Non-Stock Orders If there is a discrepancy on a purchase order where the merchandise was shipped from an outside vendor, then the problem must be addressed by that school or department to the outside vendor. When calling about an expected shipment from an out-of-district vendor Before you call, do you know: The vendor name? The shipper name? The ship date? The tracking number? Returned outside vendor/non-nisd materials left over 60 days will be disposed of. BACK ORDERS If the warehouse is unable to fill the entire quantity of the item requested, a partial shipment will be sent and the balance will be placed on back order. EQUIPMENT OPERATION Only personnel with proper licensing and training shall operate vehicles and equipment. Heavy equipment is not to be operated when the operator is alone in the facility. Trucks being loaded or unloaded must have ignitions off. Keys must be removed if unattended. Wheels must be chocked if loading/unloading from the warehouse docks. Equipment, i.e., trucks, forklifts, pallet jacks, and carts shall have daily pre-operational checks prior to use. Motor vehicles shall conform to posted speed limits, and indoor equipment shall be operated at low safe speeds. No one other than the operator is to ride on forklifts. It is the driver s responsibility to make sure the vehicle assigned is clean and free of debris in both the cab and cargo area. ACCOUNTABILITY (1) Contact and dealings with fellow employees, school personnel, and the public should be conducted in a professional manner. Our objective is to provide supplies and services in a timely, efficient and cooperative environment. (2) Smoking is not allowed within the buildings, or grounds, or on school property. 10

11 PURCHASE OF WAREHOUSE MATERIALS/ EQUIPMENT BY SCHOOLS AND DEPARTMENTS (1) Purchases shall be made using a Purchase Order and the proper form. (2) Walk-in requests for emergency needs will be handled during normal working hours and will normally be limited to no more than five (5) different items. (3) Discrepancies in delivery quantities shall be reported no later than one week. (4) Returns for credit will be made where practicable, taking into consideration age, shelf life, handling, and other relevant factors. (5) Out of stock items will be back ordered where applicable. RECEIVING OF MATERIALS/ EQUIPMENT (1) No C.O.D. or freight collect shipments are to be accepted unless special arrangements have been made. (2) All deliveries shall be inspected for proper description, damage, etc. Variances shall be noted on the paperwork and signed by both the delivery and receiving parties. (3) Materials received that do not conform shall be brought to the attention of appropriate parties for resolution. CREDIT-SHORTAGE NOTICE FOR STOCK ITEMS Materials that have been ordered by personnel of a school/building/dept., etc., may be returned to the warehouse for credit to that school s/building s/dept. s budget provided: 1. The material is returned in good condition and within the same school/fiscal year that it was purchased. 2. Those materials that deteriorate with time and/or changing of temperature, such as ink, markers, pens, copy papers, etc., may be returned within one month of the time received. 3. The original credit-shortage notice is properly completed, with purchase order number, date, etc. Guidelines for Receiving It will be the responsibility of receiving personnel to perform receiving inspection and forward the results of this inspection to the proper personnel for verification of conformance to requirements. All drivers with incoming material must report to the receiving/shipping office. Upon receipt of the vendor bill of lading, the driver will be given instruction as to where to unload. The material will be visually inspected prior to off loading. Receiving performs the receiving inspection and signs the weigh bill. The NISD Central Shipping and Receiving shall: Refuse any non-conforming products or pallets Sign for Piece Counts or Shipper Load Counts Preparation for shipping Seal all boxes with polypropylene packing tape. If using stretch wrap, wrap the entire skid load so the center layers will not move or shift and the load on the skid is stabilized. Ensure stretch wrap tension is adequately adjusted to stabilize load, but not damage cartons. 11

12 NISD Central Warehouse Order Form & Invoice Fax # School or Department: Date: Person placing order: P.O. # Vendor # 2853 Item # Description Qty. Ordered Qty. Shipped Price Total Price Campuses & Departments when you get your Purchase Order. PLEASE fax a copy or send it thru campus mail with your Warehouse order form. We must have a copy of your P.O. 12

13 Nacogdoches Independent School District Warehouse Order Form - Vendor No Person Date: ordering Campus: Department: Custodial Fax # ITEM NO. DESCRIPTION OF ITEM QTY ORDERED QTY SHIPPED PRICE Total Due for Payment 13

14 Mail Route Begin: NISD Shipping & Receiving 2. United States Post Office 3. District Support Center (aka E.J. Campbell, Administration Building) 4. Carpenter Elementary 5. Mike Moses Middle School 6. McMichael Middle School 7. Fredonia Elementary 8. Nettie Marshall Elementary 9. Plant Services Department (aka Maintenance, Grounds) 10. Brooks-Quinn-Jones Elementary 11. Department of Student Nutrition (aka Food Service) 12. NCAEC/DAEP (aka Martin School) 13. Student Support Services 14. Parent Resource Center 15. Thomas J. Rusk Elementary 16. Raguet Elementary 17. Department of Deaf Education 18. Department of Transportation (aka Bus Barn) 19. NHS Athletic Department 20. Nacogdoches High School 21. Malcolm Rector Technical High School (aka Technical Training Center) 22. District Support Center (aka E.J. Campbell, Administration Building) End: NISD Shipping & Receiving 14