MSC Festive Team Standard Operational Procedures on Distribution and Packing of Orders Done by: Cheryl Chen Amanda Elsa Lye Yong Bin

Contents Flow Chart for Packing and Distribution Floor Plans for Goods Arrival, Breaking Bulks and Distribution Preparation Tasks Preparation Actual Day Procedures

Objectives of SOP To ensure that there is zero discrepancies in distribution and consolidation of orders. To ensure that there is sufficient space for the products. To ensure that the distribution on the actual day goes smoothly.

Flow Chart for Planning Consolidation & calculation of orders Preparation of Bazaar layout. (Cleanup & put signages) Segment according to product name Receiving of products Check quantity and defects Arrange products according to their names Distribution of order forms to team members Breaking of bulk Using number of orders, determine place of distribution

Team members assigned in pairs Check orders against order forms Packed products will be placed in alphabetical orders. Set up Collection Booths for both TEP students & Walk-In Customers Ask the customers for their admin card and receipt for checking purposes. Show products to customers and stamp their receipts. Inform customers again that goods taken out cannot be returned or exchanged. Order list are to be place on the tray and Customer Service Officer (CSO) to arrange it. Packing Distribution Flow Chart for

Preparation Prepare -floor plan layout for breaking bulks and collections. -signage and necessary display materials. -product code labels for packing purposes. -alphabets for categorizing surnames of customers. -list of all customers’ names to tag at their goodies bags. -manpower and operation list. -goods return forms for customers at customer service counter. -goods return forms for suppliers.  Call suppliers two days before actual day to remind them about the delivery.

Preparation Consolidation and calculation of orders. Using number of orders, determine place of distribution. Brief helpers for their roles. Clear up Bazaar. Put up signage and decorations. Stick masking tape on floor. Clean up customer service counter. Prepare an empty carton for surplus goods at counter. Prepare a labelled tray for completed Purchase Orders (PO).

Floor plan layout After checking the number of orders, we need to plan the layout for distribution and consider the amount of space needed. Below are examples of the floor plan layouts. Goods Arrival Layout Breaking of Bulk Layout Distribution of Goods Layout

Actual Day Procedures Delivery of Goods. Check delivery orders with consolidation orders. Categorizing and quality check of goods. Quantity checks of goods. In cases of any unfortunate events, including discrepancies and poor quality goods, call up suppliers and ask for goods exchange within three hours.

Packing Buddy system to be implemented. (one student to pack and the other one to double check the orders) Each pair will be given POs to pack the goods. Packed goods will be placed in alphabetical orders. After packing, order list are to be place on the tray and Customer Service Officer (CSO) to arrange it.

Collection Procedures for distribution of goods: Ask for admin card for identification purpose. Helpers will then retrieve the goods if it is correct. Take out all items from carrier. Customer will then check for quantity and defects. Assuming everything is correct, stamp “redeemed” on receipts and/or POs. Should there be any problems with the goods, refer them to the Customer Service Counter.

 If the customer does not have any receipts or PO, ask them to sign by their name on the consolidation list.  Inform customers again that goods taken out cannot be returned or exchanged.  For walk-in customers, TEP Admin will deliver goods personally to them.  Call customers who have yet to collect their orders after 5pm. Collection

After Collection Clean up Bazaar and vacuum floor. Remove all masking tape, product lists and decorations from floor/ walls. Return all stationeries which are borrowed. Return tables used as counters to the respective rooms. Ensure Bazaar is clean before leaving.