Express Shipping with eshipglobal. Fall, 2010 System now available

Transcription

1 Express Shipping with eshipglobal Fall, 2010 System now available

2 Why use a standardized application? Eliminates need for handwritten labels Significantly reduces invoice errors and expense 2001, FedEx and UPS represented 50% of all invoice errors Time intensive error resolution by Accounts Payable and Departments t Shipment audits eliminate expenses if the carrier does not fulfill the commitment Online validation of Yale VIP or PTAEO number Initiator and Preparer recorded for each transaction Quotes available from multiple Carriers 2 Review shipping costs at Yale contacted rates Choose from the most cost-effective shipping solution

3 Why change? Express Shipping Opportunity to explore new options and better functionality IronData (Accuship) Upgrade required by vendor Performance issues and end-user complaints Limited functionality and support No support for shipping research materials eshipglobal User friendly, easy to use, intuitive interface Better functionality for domestic and international shipments Research materials integration available on October % satisfaction rating with UAT and Pilot participants Representatives from central campus and Medical School 3

4 What s New? Authenticate with Yale NetId and password Financial reporting VIP or PTAEO validation Initiator and Preparer recorded Expanded shipping Carriers Delivery addressing 35 characters per address line Accuship limited to just 25 characters per address line International address formatting reference Return address labels Research materials integrated compliance workflow 4

5 General Special Instructions Scheduling a pickup Departments without a weekly carrier schedule or drop-off location notifications (recipient or sender) Personal preferences Price estimates Transaction breakdown and fee International shipments 5 Improved ease of use and accuracy Commercial invoices and shipping export documents Customs fees, duties, and taxes Account number with carrier required for Recipient charging

6 Support and Training Auditorium sessions through end of October Hands on workshops beginning in November Led by Organizational Development and Learning Center Online training and comprehensive guides ITS Help Desk ready to answer domestic and international shipping questions ( ) Hours: Monday - Friday 7:00 AM - 6:00 PM Contact the Environmental Health and Safety office ( ) with questions about shipping research materials, dry ice shipments, and compliance training 6

7 Overview of what we are covering today: Logon to eshipglobal Address Book Add, modify, and delete Domestic shipment Sender information Special services and notifications Print or label Return shipment overview Tracking and canceling International shipment Package information, documents and products Commercial invoice and shipping export forms Ordering supplies and Carrier drop-off off locations 7

8 Overview continued... Research materials workflow Biological materials May include dry ice, less than 9% formaldehyde, glycerol, and/or DMSO Chemicals Radioactive i materials Newly synthesized non-hazardous chemicals Dry ice shipments with non-regulated materials Domestic vs International Export controls and licenses Documentation Commercial invoices and declarations EHS review 8

9 Logging into eshipglobal When launched from YaleBiz 9

10 Address Book Migration 90% - June export Recipient and Sender addresses Domestic or International filter 10

11 Select Saved Recipient Address Click Address Book. Then select either Recipient Addresses or Sender Addresses. Click Load from Address Book to retrieve a saved Recipient address 11

12 Modify Address Book Update saved Recipient information Delete saved Recipient information 12

13 Make Recipient a Sender Save Changes or Create a Copy 13

14 Shipping Options Click Ship to create a shipping a label 14

15 Domestic Shipping Form 15

16 Add New Sender To Ship From an alternate Sender, click Add Sender 16

17 Modify or Delete Sender Use the drop down arrow to select alternate Sender. Click Edit to modify Sender information 17 Edit contact information then click Save Changes. After changes have been saved, click Done.

18 Enter Recipient Information Name or Company - Required Enter Recipient address information No automatic verification 18

19 Package Information Enter Package information When using Customer Packaging, enter the approximate package Weight and Dimensions 19

20 Billing References - Charging Enter either VIP or PTAEO 20

21 Billing References - Initiator Enter Last Name then First Name The information is captured in a structured way to provide financial reviewers with complete Initiator and Preparer information on all University transactions. 21

22 Special Instructions - Optional Additional charges may apply for some services Not available from all shipping Carriers Enter Declared Value to add insurance 22

23 Notifications - Optional Notifications are Sent free of charge 23

24 Show Quote 24

25 Shipping Quote Review all shipping information before clicking Ship After confirming information and selecting a carrier, click Ship Shipments can be modified prior to clicking Ship Notice substantial increase for 8 AM delivery vs 10:30 AM 25

26 Shipping Label Summary - Printing 26

27 Print Shipping Label - Preview 27

28 Select a Printer 28

29 Shipping Label Summary - 29

30 Shipping Label - Preview 30

31 Shipping Label (continued) Click to return to Summary screen 31

32 Schedule FedEx Pickup 32

33 Schedule FedEx Pickup (continued) 33

34 Shipping Label Summary - Return Label Up to 9 days in advance 34

35 Create Return Label 35

36 Create Return Label (continued) 36

37 Shipping Label Summary - Cancel Shipment 37

38 Shipment History Click on the Tracking Number Enter a Date Range 38

39 Tracking a Shipment 39

40 Shipping Internationally 40

41 International Shipping Form New Section: Customs Information 41

42 Exports What is an export? An item sent from the U.S. to an international destination Export controls and regulations are intended to: Advance U.S. international policy goals and objectives Prevent terrorism Comply with U.S. trade agreements Prevent the proliferation of weapons of mass destruction, either chemical, nuclear, or biological For more information, visit the Grant & Contract Administration website 42

43 International Addressing Select Recipient Country first Not required but suggested 43

44 International Package Information Business documents generally have no commercial value associated with them Detail shipping contents 44

45 International Package Information Where will the Duties and Taxes be billed? 45

46 International Package Information Duties, taxes, value,and insurance 46

47 International Shipping Quotes US Post Office hand-off to international postal carrier 47

48 Shipping Label Summary - International Print Docs will only appear if customs or export documents are required 48

49 Reporting 49

50 Reporting within Express Shipping Filter on up to 10 data fields Select Date Range Example of detail provided 50

51 Ordering Supplies 51

52 Ordering General Supplies USPS provides an external website for ordering supplies Logout of the eshipglobal system A window will open displaying directions on how to order supplies from these esecarriers 52

53 Ordering USPS Supplies - Example 53

54 Dropoff off Locations 54

55 Find a Drop Off Location UPS Example 55

56 Research Materials and Dry Ice Shipments Presented by 56

57 What are research materials? Generally defined as materials that are used in laboratory settings such as animals, biological, chemical and radioactive materials including dry ice Please contact the Environmental Health and Safety office ( ) if you have any questions aboutshipping research materialsand and dry ice shipments. 57

58 Advantages of eshipglobal EHS Research Materials Shipping Request no longer required Except for intercampus shipments Medical School to West Campus Science Hill or Central Campus to Medical School Integration with Training Management System (TMS) Automatic training verification (within 30 minutes) Complete documentation provided Airway bill, shippers declaration, commercial invoice, and labels l Fewer returned packages from carriers Labels and documentation ti correct 58

59 Compliance End-users prompted to respond to questions about type of shipment Research material? Series of questions to define type of shipment Integrated t workflow mirrors EHS model Highest level of shipping training level recorded System determines if the preparer is qualified to ship, needs additional training, or requires EHS assistance 59

60 Additional Review Needed All international deliveries Routed to Environmental Health and Safety (EHS) Chemical and Radioactive workflow Regulated materials shipped by EHS EHS will approve researchers to ship non-regulated materials 60

61 International Package Deliveries Additional Considerations and Requirements All international packages are route to EHS for export control review EHS will Confirm the Recipient, institution, or company is not on any restricted party screening lists Evaluate whether or not the material being shipped needs an export license 61

62 Domestic Shipment with Research Materials Click Ship 62

63 Research Material Identification Which of the following will be part of your shipment? 63

64 Training Levels Biological l with Dry Ice Biological training Chemical with Biological or Dry Ice Chemical training or workflow Radioactive with Biological, Chemical, or Dry Ice Radioactive training or workflow 64

65 Biological Material Cultures or Stocks of Human or Animal Pathogens, Select Agents or Toxins, Human or Animal materials, Genetically Modified Micro organisms, Vectors, Plasmids, etc. 65

66 Biological Material Example Check all that are applicable: 66

67 Biological Material Questionnaire 67

68 Biological Material Entry 68

69 Shipper and Recipient Information Sender address information can be modified 69

70 Edit Sender Address Cannot edit Sender name 70

71 Package Information and Charging NEW Category A shipments require brand new packaging 71

72 Special Instructions and Notifications NEW Dry Ice included? 72

73 Select Service and Review Information Review all shipping information before clicking Ship After confirming information and selecting a carrier, click Ship Shipments can be modified prior to clicking Ship Notice substantial increase for 8 AM delivery vs 10:30 AM 73

74 Biological Shipment Preview 74

75 Forms for this example Requirements for Infectious Substance, Category A Shipments Requirements for Dry Ice Shipments When shippers declaration for dangerous goods not required 75

76 Order Summary with Forms and Labels 76

77 Types of Forms and Labels for This Example Print in color 77

78 Types of Forms and Labels (continued) Write weight of Dry Ice in Kgs and Shipper s Name and address on label Write Recipient's name and address on label 78

79 Packing Supplies - SciQuest 79

80 Chemicals and Radioactive Materials Automatically routed to EHS for review Non-regulated Chemicals and Radioactive Materials will be approved Shipper will receive to proceed Regulated materials will be shipped by EHS 80

81 Chemical Example 81

82 TMS Verification TMS training verification 82

83 Materials Database 83

84 Shipping Form Retrieve Recipient address from address book 84

85 Shipping Form (continued) 85

86 Select Service and Review Information 86

87 Shipment Pending Approval 87

88 Find a Package Research Material shipments are separate from general packages 88

89 Newly Synthesized Non Hazardous Chemicals 89

90 Newly Synthesized Non-Haz Chemicals Example 90

91 Definition of Hazardous Chemical EHS will ship hazardous materials Cylinder / Pressurized vessel Flammable liquid Pyrophoric / Spontaneously combustible Water reactive (dangerous when wet) Oxidizer Organic peroxide Poisonous material (other than gas) Corrosive (liquid or solid) Non Hazardous chemicals can be processed Pi Print generic TSCA sheet Accompanies all non-hazardous shipments of newly synthesized chemicals Used for scientific experimentation, analysis, and research 91

92 Material Database Carbon Nanotubes 92

93 Shipping Form Carbon Nanotubes 93

94 Shipping Form (continued) 94

95 Select Service and Review Information 95

96 Newly Synthesized Shipment Preview 96

97 Shipping Acknowledgement There are no known or suspected hazards (defined on form) associated with the enclosed material 97

98 Shipping Label Summary w/forms and Labels 98

99 Dry Ice Shipments with Non Regulated Materials 99

100 Dry Ice Shipment w/non Regulated Material 100

101 Dry Ice Add a material to process shipment 101

102 Shipping Form 102

103 Shipping Form (continued) NEW 103

104 Shipping Quote - Review Information 104

105 Shipping Summary Preview 105

106 Requirements for Dry Ice Shipments Requirements that must be agreed dto in order to ship a compliant package 106

107 Shipping Label Summary w/forms and Labels 107

108 Packing Instructions and Labels Write weight of Dry Ice in Kgs and Shipper s Name and address on label Write Recipient's name and address on label 108

109 Thank you 109