3.1 Record a Purchase Order

1. After the administrative section has sent a purchase order to the vendor for delivery, a copy of the purchase order is given to the stock manager of the section ordering the supplies. 2. The stock manager records a new receiving order in the system:

• purchase order number • purchase order date • vendor

• expected delivery date • item number

• quantity.

3.2 Receive a Purchase Order

1. When items are received and put away, their location within the storeroom is noted on the receiving documents.

2. Using the receiving documents, the stock manager then finds and updates the purchase order record in the system:

• storeroom

• location within storeroom • quantity received

• expiration date

• {optional: lot number}.

3.3 Receive Expired Items from Field Sites

1. When field sites return expired items, the stock manager records the transaction in the system:

• field site returning the items • item number

• quantity • expiration date

• {optional: lot number}.


3. The stock manager puts the returned items in a quarantine location designated for expired or damaged items.

3.4 Remove Expired or Damaged Items

1. When items are removed from current inventory because of expiry or damage, the stock manager records the transaction in the system:

• original storeroom and location • item number

• expiration date • quantity removed

• reason for removal (expiry or damage).

2. The system moves the items out of current inventory. 3.5 Issue Items—Paper Requisitions

1. The stock manager receives a requisition form (signed by the section chief if the request originates from a field site) and records it in the system as a new pick order:

• requester (customer) • date of request • date needed by • item number • quantity.

2. The system generates a pick list showing locations of the items to be picked, based on first- to-expire, first-out (FEFO); items that will expire soonest are selected first.

3. The stock manager picks the items from the storeroom and notes the actual picked quanti- ties on the pick list.

4. On delivery, the requester signs the pick list to confirm receipt of the items.

5. The stock manager then updates the pick order in the system by recording the quantity of each item picked and delivered.

3.6 Determine Quantities to Order

1. On a regular basis, the stock manager prints a report on stock movement (see sample report in section 6.1) and reviews quantities on hand and quantities to order.

2. The stock manager compiles a list of items to order and submits the list to the administra- tive section.

3.7 Manage the List of Supplies

1. When new items are added to the list of supplies or there are changes to the characteristics of an item, the stock manager of each section adds an item record or updates an existing record with the following:

• item number • item description • category

• cycle count period (days between physical counts) [later implementation]

• replenishment threshold (quantity that triggers a pick list to move items from backup storage) [later implementation]

• primary location [optional]. 3.8 Conduct Physical Inventories

1. On a regular basis (weekly or monthly), the stock manager prints a physical inventory report listing items due to be inventoried (based on cycle period established for that item), including their locations and expiration dates.

2. The stock manager does a physical count, and writes down the quantities on the inventory report, along with any discrepancies in location or expiration date.

3. The manager then records the actual quantities of each item in the system; notes the reason for any discrepancy, if known; and updates the expiration date, if necessary.

3.9 Move Items Between Storage Locations

1. On a regular basis (daily or weekly), the stock manager of each section prints a pick list of items to be moved from the backup storeroom(s) to the primary storerooms at project headquarters.

2. After the items have been moved from the backup to the primary storerooms, the stock manager records the transaction in the system:

• originating storeroom and location • destination storeroom and location • item number

• quantity • expiration date. 3.10 Issue Items—Partial Orders

This feature will enable the stock manager to track orders that have been filled partially and to issue items for part of an order. (Specifics are defined during phase 1 implementation.) 3.11 Request Items—Electronic Requisitions

1. To request an item, headquarters staff enter a new pick order in the system (previously done by the stock manager):

• requester (customer) • date needed by • item number • quantity.


2. The system records the current date as the date of request. 3.12 Issue Items—Electronic Requisitions

1. At least once a day, the stock manager prints a pick list of new requisitions placed by head- quarters staff.

2. The stock manager then follows the process for issuing items (paper requisitions).

4 Other Requirements

4.1 Security

All users must have a valid username and password to access the system. (The system may use a valid network login to authenticate users.)

Each user will be assigned a set of privileges to access certain parts of the system:

n System administrator: system setup, security, and language features n Stock managers: inventory features

n Other staff (primarily section chiefs): reporting features.

4.2 Training

There will be four types of training sessions tailored to each group of users of the system:

n System administrator: system configuration, maintenance, and technical support

n Stock managers: receiving, issuing, and moving stock; monitoring stock movement and

inventory levels

n Other staff (primarily section chiefs): accessing and interpreting reports on stock move-

ment and inventory levels

n Technicians (and field staff): submitting requisition forms.

4.3 Documentation

In addition to the standard Smart WMS documentation (user’s guide), the following materials will be developed to document the customized implementation of Smart WMS at Rosslyn:

n Procedures manual (user’s guide) for managing Rosslyn stock using Smart WMS

n Technical manual for Rosslyn data section staff, describing configuration and maintenance

of database server, workstations, and customized application. 4.4 Technical Support

The system administrator will provide on-site technical support to users of the system in re- solving technical problems. For problems that cannot be resolved on-site, technical support will be provided by Smart WMS offices based either in the United States or in France. Op- tions for technical support are currently under discussion with Smart WMS representatives. Specific mechanisms and procedures for technical support will be defined before and during the first phase implementation.