WILTSHIRE POLICE. FLEET & SERVICES STORES POLICY and PROCEDURES

Transcription

1 WILTSHIRE POLICE Form 536 August 2006 POLICY FLEET & SERVICES STORES POLICY and PROCEDURES Author Stephen Botham Department Fleet & Services Date of Publication July 2013 Review Date 3 Years Thereafter Technical Author Stephen Botham

2 Contents Contents... 2 Introduction... 3 Legal Basis and Driving Force... 4 Glossary of Terms... 4 European Convention of Human Rights (ECHR)... 4 Freedom of Information Act... 4 Data Protection Act... 4 Race Equality and Diversity Impact... 5 Disability Act... 5 Policy... 6 Procedure... 7 Clothing and General Stores... 7 Clothing Co-Ordinator... 9 Workshop Stores

3 Introduction In 1999 The Fleet Management Unit amalgamated with The Purchasing and Supplies Department and changed name to The Fleet and Services Department. In 2004 the two stores departments also merged, and were moved in 2005/6 into the same stores building, operating independently but managed as a whole by one stores manager with staff being interchangeable when required. The fleet and Services Department covers all aspects of the fleet and main stores including the Tailor s department and the Printing Unit. The main stores carries stocks of Police uniform, specific printed forms in use within the service, prisoner meals, outer garments, handcuffs, asp, pocket note books (Both new and retired Officers note books) and various other items that the Force requires to remain operational. There is a goods inward section and distribution system along with a returns procedure for items not required. The Fleet stores carry all the relevant equipment to service and repair Police vehicles including all of the specialist equipment used and carried within Police vehicles. Other specialist items carried can be as varied as Police livery, lightbar, blue emergency lights, no waiting cones and temporary road signs. Both stores are computerised and use specialist software (Tranman) to cover all items from clothing to motor parts. The budgets are monitored using internal excel spread sheets and budget expenditure sheets from headquarters finance office. Items from both stores can be ordered in various ways and in most cases orders for divisions are delivered by divisional drivers on a daily basis. In April 2012 the stores computer systems were split, with the Fleet Stores remaining on Tranman and the main stores moving over to Agresso which is a finance package with a stores module on. 3

4 Legal Basis and Driving Force Wiltshire Police Authority Financial Regulations & Standing Orders for Contracts Wiltshire Police Budget Book Wiltshire Police Procurement & Contacts Policy Wiltshire Police Regional Uniform Dress Code Policy Glossary of Terms FRSOC BB PCP CAP UDCP Term Meaning Financial Regulations & Standing Orders for Contracts Budget Book Procurement & Contracts Policy Clothing & Appointments Policy Uniform Dress Code Policy Strategic Aims The Force Priorities linked to this document are set out below. Force Priorities Linked to this Policy Deliver a quality service which is accessible, visible and reassures. Freedom of Information Act No Impact Data Protection Act Any information relating to an identified or identifiable living individual recorded as a consequence of this procedure will be processed in accordance with the Data Protection Act 2018, General Data Protection Regulations and the Force Data Protection Policy. 4

5 COMPLIANCE European Convention on Human Rights (ECHR) Compliance The table below lists the ECHR Compliance Guide paragraphs that specifically relate to this Policy. ECHR Compliance Guide paragraphs relating to this document 1. Statement of Compatibility 2. Public Access 4. Use Of Force 5. The Impact of The European Convention on Human Rights 6. Article 2 - Right to Life 7. Article 3 - Prohibition of Torture 8. Article 4 - Prohibition of Slavery and Forced Labour 9. Article 5 - Right to Liberty and Security 10. Article 6 - Right to a Fair Trial 11. Article 7 - No Punishment without Law 12. Article 8 - Right to Respect for Private and Family Life 13. Article 9 - Freedom of Thought, Conscience and Religion 14. Article 10 - Freedom of Expression 15. Article 11 - Freedom of Assembly and Association 16. Article 12 - Right to Marry 17. Article 14 - Prohibition of Discrimination 18. The First Protocol - Article 1 - Protection of Property 19. Positive Obligation 20. Duty of Staff Disability Discrimination Act 1995 In writing this policy the main implications of the above Act, together with the Disability Discrimination Act (Amendment) Regulations 2000 have been taken into account. Race Equality and Diversity Impact This policy has been assessed for relevance to the general duty to provide race equality under the Race Relations (Amendment) Act This assessment has shown that the policy and its aims are likely to have the relevance level indicated below Relevant duties under the RRA Act 2000 Elimination of unlawful racial discrimination Promotion of equality of opportunity Promotion of good race relations. In this regard a full race equality impact assessment will not be undertaken in accordance with the Race Equality Scheme Action Plan. 5

6 POLICY Statement of Policy The purpose of this policy is to clearly define the general principles and aims of the stores departments within the Fleet & Services department of the Wiltshire Police namely:- The Clothing and General Stores The Workshop Stores And to define the general rules and regulations under which they are to be implemented. Principles and Aims The aim of this policy is to ensure that the proper principles for the purchasing, storing and issuing of all types of goods that come under the auspices of the Fleet & Services department stores are carried out in compliance with the various Police Authorities policies and regulations as they apply. Further Aims of this policy are: 1. To ensure compliance with all relevant health & safety legislation to ensure the health, safety and welfare of all employees. 2. The implementation of Best Value with regard to purchasing and stocking of all goods, by using contracts set up by the Procurement & Contract Management Section. 3. To continue to contribute to the general improvements in the management of resources through a professional approach to ordering, stock holding and record keeping. 4. To support Divisional and Departmental admin units by quick and effective response to all requests and give advice where required. Both Stores are tasked with supplying their appropriate type of goods (Fit for Service) in a timely and cost effective manner. The Clothing and General Stores is tasked with ordering, stocking, issuing and replacing all types of Uniform and Equipment, Printed Forms, Prisoner meals and Pre-printed Pads (Search forms etc) and any other item which the Force may require to effectively carry out its role. It is also tasked with advising on all types of Clothing and Equipment and sourcing these items either by established or adhoc contracts. It also gives assistance to the Clothing Co-Ordinator and Printing Departments within the Fleet and Services department. The general stores provides an Over the counter service and issues everything carried in stock that will not require specialist tailoring. The main stores also takes in any parcel or delivery that are not stock items, these items are for individuals, HQ departments, divisions and stations. These items are then distributed to the named person, department or division. Owing to the amount of goods inwards there is also the return of goods to the suppliers when they are not wanted or for other reasons. The main stores holds accounts with carriers and the correct documents are provided with audit trails. 6

7 The Workshop Stores supplies a direct service to the two Fleet Workshops and an over the counter service to divisions. Stocking and ordering vehicle spares and specific Emergency Service items and their associated spare parts. It also keeps and issues specific vehicle equipment required in each vehicle to effectively assist officers in their duties. It also maintains a stock of traffic control items that may be required by Divisions for specific events. Application This policy applies to all Wiltshire Police employees who work for the Fleet and Services Department most especially those that work for the Stores Departments or any person who works for them on a temporary basis. Procedure The Clothing and General Stores and the Workshop stores all use bespoke computer programme called Agresso in the main stores and Tranman in the vehicle stores. These systems record the intake of stock, the movement of stock and the issue of stock. Also included in the programme is the cost of the stock, stock turnover, bin location and other associated stock recording sections such as personal issue. The system is directly linked to finance and therefore orders and payments should be easily controlled. Along side of this bespoke system there are Excel spreadsheets which mirror the outcomes of budgetary control by Agresso. Clothing and General Stores There is a multitude of items stocked within the stores and these can vary from uniform items through to prisoner meals but they are all obtained and recorded on computerised systems. The items in almost every case are subject to regional and national contracts. The contracts are let through the contracts department (Locally, regionally and nationally) with direct input from the Supplies Manager and supporting staff through various committees. There are products of limited value or usage that will require procurement locally and the Supplies Manager will ensure the Force receives best value by following the Financial Guidelines on procurement. 1. Ordering for Stock or Non Stock. Any item to replace the existing stock must be ordered in the correct way and in accordance with PCP. All orders are entered into Agresso which produces a final Force Order Number and allocates the cost to the correct cost centre. The order is then sent to the supplier for their attention either by post or Bin Locations Stock Items have to be allocated a location within the stores and this is known as the Bin Location. The bin location is important to the staff when issuing as knowing the location saves time and is efficient when dealing with over the counter customers. The bin location is also used when physically stock checking/stock taking Booking Stock Items into Stock. When items that have been ordered and delivered, they must be booked into stock but only after checking the goods against the official order (Quantity and damage etc). If there are any discrepancies they must be reported immediately to the line manager. NOTE: There are numerous items that are ordered that are not stock and usually they will be accounted for by direct charging to the user. The received items must be entered into the computer stocking system with all the relevant information required. 7

8 1.4. Requesting Items from the Clothing or General Stores (Including Lost/Stolen) There are several ways that Officers and Staff can request Items (including clothing) from the stores and all are auditable to track the movement of items from stock to the end user. Items of equipment or clothing that are lost or stolen can not be released unless a report (232) signed by a supervisor is accompanied with the request. a) Over the counter service. The stores are open five days a week and cover the Forces core hours of the week. Officers and staff can call in ad-hoc to requisition items from stock including clothing; they will be required to sign for any items on an internal form called Wiltshire Police Clothing Issues (WPCI). Stock items issued will be recorded in Agresso at the time of issue. b) Metastorm. Metastorm is a computer programme that divisions use to order items for delivery by the internal divisional drivers. The orders are received and the items made up for each division or station. These completed orders are then delivered by the divisional drivers on a daily basis. In general these are not signed for by the divisional drivers on the WPCI but a note is made on the form that the divisional drivers have taken them for delivery. The Tranman computer system will be up-dated as in a) c) . All officers and staff have access to and orders can be ed on a FORM 433 which is found in the templates section on Firstpoint, into individual stores staff. Clothing requests are made in the same way including a special address (Uniform Issues). Any clothing issue is individually packaged and marked if a signature is required by any person collecting (On the WPCI), this includes the divisional drivers. The Agresso computer system will be up-dated as in a). d) Telephone. Telephone orders are received and the same procedure is adopted as Goods Inwards. The stores receive many items daily both stock and none-stock. The none-stock items when delivered are usually signed for by the stores staff and then it is their responsibility to notify (The stores do not offer a delivery service to HQ departments) the correct individual or department/division/station for collection. Items for divisions/stations will be collected by the divisional drivers. Items that require a signature by the person collecting will sign the WPCI Stocktaking. Stocktaking is completed in two ways, the first is by a monthly stocktake and a percentage of items are randomly selected by the Agresso computer system. This random selection is based on a percentage of the total stock but other lists of items of interest can be included or used instead of the computer selection. The second stocktake is the end of year stocktake and 100% of the stock is manually and visually checked. The results in summary format are submitted to the finance office for their attention and end of year costing Uniform Returns/Pocket Notebooks: Officers/Staff Retirements When any uniformed Officer or Staff retires their personal issued uniform and equipment is returned to stores for disposal in the approved manner. This includes their last seven years of pocket notebooks. The notebooks are kept for a further seven years and the storage and release of the books over that period are regulated under the Forces Procedure for Pocket Notebooks Accountable Documents. The general stores contain several numbered and accountable document such as Pocket Notebooks, Special Property Register, Special Property Bag Seals, Cleaning Tokens, 8

9 Clothing Alteration Vouchers and so on. These documents are all numbered and have to be assigned to individuals or departments in numerical order where necessary. A record of where, when and who is essential and a file is kept by the general stores to record all the details. Clothing Co-Ordinator The Clothing Co-Ordinator is situated within the main stores and responsible for measuring and issuing all the approved uniform for Police Officers and Police Staff on their appointment to the Force. In the case of Police Officers and Special Constables there are other documents that the Co-Ordinator issue on their initial recruitment to the Force. These items include PACE books, aid-memoir, training manuals etc and are checked and sorted by L&D Staff. The Force in collaboration with the South West Police Forces have agreed to follow the Region Strategy Boards recommendations on the type, style, colour, supplier etc and also on the initial issue quality of items to each member of staff. The Clothing Co-Ordinator and the stores department will therefore only issue approved uniform in the quality agreed by the region. There will be occasions where special items of uniform are not available via the regional or national contracts; these items will be sourced on an ad-hoc basis by the stores in accordance with FRSOC and PCP. The unit has various internal forms to ensure their work is completed efficiently and documented for further reference. The Clothing Co-Ordinator has access to the Agresso computer system and therefore all their issue of clothing will follow the same procedure as the main stores. The Clothing Co- Ordinator has responsibility for some minor alterations where necessary, rank insignia, specialised clothing, as well as providing the Force with expert advice on all clothing matters. Normal alterations will be carried out by a voucher system that can be used at nationally approved outlets. Workshop: Vehicle Stores The vehicle stores are situated within the main stores and have a serving hatch opening into the workshop. The stores again is equipped with the Tranman computer and works in identical ways to the main stores in terms of stocking but the ordering and issuing is slightly different in that the main customers are the internal staff of the workshop. The workshop stores side of Tranman is linked into the workshop labour and recording of jobs and therefore there is a direct booking system used. There is an over the counter service to Officers and Staff but it is only for small consumable items. The ordering is on a daily basis because of through-put and service level agreements with the operational divisions and sections. The vehicle stores are linked via the internet in most cases to the vehicle manufactures parts department and so delivery is direct from the manufacture at discounted rates. Other vehicle parts are delivered directly into the stores via the workshop entrance or through the main stores goods inwards. 9