Transfer of an Item from Site to Site

When an Item Request has been received requesting an Item that is in stock at another location and it is deemed economically feasible to ship that item from one location to another versus ordering the item, these are the steps to take:

1.     ILS will go to the Status Update Icon  and select TSF – (Site Designator and/or Group) of the Site that has the part in stock.  In the remarks field enter the information the site needs in order to action the item request (i.e. Enter the part number and quantity to be shipped if the site is not completely fulfilling the IR.   Ensure that the Ship To address is correct on the IR and denote any differences in the shipping address of the site that the items will be shipped to.  Also provide shipping instructions such as shipping methodology (e.g. overnight, next day, 3 day, ground services verses U. S. Postal service, material hazard shipment warnings as applicable, etc.).  All of this information will come across in the webworks notification to the Site/Group that is shipping the items to the other site.  See below:

Note:  Ensure that the shipping instructions are included in the auto-email notification so the Site shipping the item will know how quickly to send the item.  i.e.  Priority overnight, Standard Overnight, 2 Day, Saturday delivery, Ground.  The shipping instructions in the auto-email should be aligned to meet the Priority designation in the Item Request.

2.    Site/Group receiving the above notification will determine if they are able to fulfill the Item Request or not (i.e. can they sent their spare items to the site needing the item).  If they are able to fulfill the request, they will prepare the item to ship and link the shipping document to the item request.  See Linking Documents within CMMS.

Then status the item request by selecting the Status Update Icon  and select TSF-ILS. The tracking number of the package and serial number of the item, if applicable, will be placed in the remarks section.  If they could not fulfill the item request, they will indicate this in the remarks section and return to ILS in the same manner.  Both statuses will send webworks notifications to ILS.  See below:

Item has been shipped – Go to step 3.

Item is not available from this site – Return to Step 1

Note:   If the Site/Group feels or has some reason that they cannot send / give up their spare item(s); then the Site/Group shall document their reason / rationale for not being able to send their spares to the other site in the Item Request Status Remarks block and transfer the Item Request back to ILS using the instructions above.

3.    Once ILS has received notification that the item has been shipped and the request fulfilled, they will:

·         Ensure that the Shipping documentation has been linked to the Item Request by the site sending the items

·         Update the status of the item request by selecting the Status Update Icon  and  set the IR status to APPR-TRANS.  This will send a webworks notification to the site that originally created the item request letting them know the item is headed their way.  See below:

4.    Once the site that requested the item has received the item, they are to:

·         Printout the shipping document linked to the Item Request record and then date stamp and sign the shipping document.  See Linking Documents within CMMS

·         Scan the dated and signed shipping document and place the scanned copy on the S drive in their site’s applicable receiving folder and link the dated and signed shipping / receiving document back to the Item Request record. See Linking Documents within CMMS

Once the receiving document is linked to the Item Request record; select the Status Update Icon and TSF-ILS.  In the change status Remarks enter a comment denoting to ILS that either all items have been receive or if only a partial shipment was received denote / indicate what the partial shipment was that was received (i.e. quantity received if not complete).  ILS will receive a webworks notification that the item has been received.  ILS will then virtually transfer item quantities within the Inventory module from one storeroom to the other. (See Transferring a Material Inventory Item)

5.    Once the transfer is complete in the Inventory module, the ILS group will set the Item Request to a closed status by selecting the Status Update Icon and choosing ‘Close’.  Update the remarks section to say that the item was transferred in the inventory module and select Save .