National Veterinary Stockpile Improving Disease Response Through Science-Based Logistics NVS Logistics Warehouse Training Module 2: Ordering U.S. Department of Agriculture Animal and Plant Health Inspection Service Veterinary Services The National Incident Management System defines preparedness as "a continuous cycle of planning, organizing, training, equipping, exercising, evaluating, and taking corrective action in an effort to ensure effective coordination during incident response." 1 Detailed information about managing a logistics warehouse may be found in the NVS Planning Guide for Federal, State, Tribe and Territory Officials and the NVS State Plan Template. Both documents, along with NVS training tools, may be found on the NVS restricted portion of the website http://www.aphis.usda.gov/nvs available to Federal, State, Tribe, and Territory NVS planners. For access to the restricted NVS website, email your request to the NVS staff at nvs@aphis.usda.gov. 1 http://www.fema.gov/prepared/

Terminal Learning Objectives Understand the basic processes and procedures for ordering supplies, equipment, and NVS countermeasures. This instruction offers basic processes and procedures for ordering supplies, equipment, and NVS countermeasures. This National Veterinary Stockpile (NVS) logistics warehouse training brief is not a replacement for Federal, State, Tribe, and Territory logistics training. It is designed to augment your organization's incident command system and logistics response training. Training is designed to augment your organization's incident command system and logistics response training; not replace established processes or procedures

Inventory Process Flow This chart identifies the major process steps recommended to operate an efficient warehouse or storage facility. ordering, receiving, storing, picking, staging, distributing, and retuning We will discuss each process in more detail in the follow on briefings. Additional information about each process may also be found in the NVS Planning Guide for Federal, State, Tribe, and Territory Officials and the NVS State Plan Template.

Ordering The ordering process may occur at any time during a response effort. The ordering process primarily takes place within the Inventory Management office shown in the picture on the right. For more information on managing inventory refer to the NVS State Plan Template and the NVS Inventory Management File training on the NVS restricted website http://www.aphis.usda.gov/nvs.

ICS 213 RR NVS Resource Request Message Ordering Local supplies and equipment and NVS countermeasures are ordered to meet response demands. The ICS 213 resource request message (ICS 213 RR) or other agency approved form is used to order supplies and equipment. The ICS 213 RR NVS is used to request NVS countermeasures. Use the organization's inventory management system or the NVS Inventory Management File to determine when more supplies are needed. Supplies and equipment are required to support any response effort. The supplies and equipment needed to support your response may be currently held, locally procured, or ordered from the NVS. The ICS 213 resource request message (ICS 213 RR) or other agency specific request form is used for all orders except the NVS. NVS orders are processed using the ICS 213 RR NVS resource request message shown on the right. The form and instructions for completing the form may be found in the NVS State Plan Template. The ordering manager (ORDM) should post daily receipts and issues to the inventory management system (IMS) or the NVS State Inventory Management File (IMF) to ensure an accurate inventory count and to know when to replenish items. When more supplies need to be ordered, the ORDM will determine how much stock to order based on demand history, potential future buys, or specified stock reorder points using the IMS or NVS State IMF. ICS 213 RR NVS Resource Request Message

Ordering (cont.) For orders within the ordering manager’s (ORDM’s) authority, the ORDM will complete the appropriate resource request form, list the purchase order (PO) on the form, and attach a copy of the PO to the resource request form. For orders outside the ORDM’s authority, the ORDM will complete the steps above, obtain the supply unit leader’s approval, and submit the order to the resource and procurement unit leaders for approval. Coordinate all NVS orders with the NVS mobile logistics team or deployment management team, once approved by leadership. The ordering manager (ORDM) will create a purchase order (PO) and complete the appropriate resource request form. If the order is within the ORDM’s authority to order, the ORDM can complete a resource request form or could print and attach an inventory management system or NVS Inventory Management File PO to the a blank resource request form and submit the order to the appropriate source/vendor. If the order is outside of the ordering parameters, authorities, spending limits, or is restricted, the ORDM will obtain the supply unit leader’s (SPUL) approval before submitting the resource request form/PO to the resource unit leader in the plans section and the procurement leader in the finance and administration section for approval. For NVS orders, the SPUL or ORDM should coordinate the request with the on site NVS mobile logistics team (MLT). If an MLT is not on site, approved orders go directly to the NVS deployment management team at NVS headquarters by e-mail to nvs@aphis.usda.gov.

Purchase Order Sheet Example This is an example of the purchase order sheet from the NVS Inventory Management File that the ordering manager will attach to the resource request form. The inventory management system may produce a purchase order in a different format.

Summary The purpose of this training is to provide stakeholders an additional training tool and is designed to augment information in your State, Tribe, or Territory NVS Plan and training conducted by your organization. Our objective is to provide supply unit and support personnel with an understanding of the basic processes and procedures necessary to order supplies, equipment, and NVS countermeasures. Other NVS logistics training briefs and tools, including the NVS Overview briefing, NVS State Plan Template, and the NVS Planning Guide for Federal, State, Tribe, and Territory Officials are available on the NVS website http://www.aphis.usda.gov/nvs. Questions about this briefing or other NVS tools should be addressed to the NVS State Federal Liaison, Dr. Lee Myers, nvs@aphis.usda.gov. In summary, the NVS created this Logistics Warehouse Training brief as a tool to augment information contained in State, Tribe, or Territory NVS Plans and to reinforce training conducted by your organization. This training is purposely focused on the logistics supply unit and support personnel. Our purpose is to provide them with an understanding of the basic processes and procedures necessary to order supplies, equipment, and NVS countermeasures. Our recommendations are not intended to replace existing organizational processes and procedures. More information about the NVS and how to conduct warehouse activities and manage NVS countermeasures may be found in the NVS Planning Guide for Federal, State, Tribe, and Territory Officials, the NVS State Plan Template, and other briefings/information/tools that can be downloaded from the NVS restricted website http://www.aphis.usda.gov/nvs by NVS planners. Any questions about this training brief or other NVS tools can be addressed to the NVS staff by emailing nvs@aphis.usda.gov.

Self-Evaluation This next section contains 5 questions related to the instruction you just completed. The questions are intended to reinforce specific aspects of what you learned. An answer key for all question is located on the last slide.

Question 1 True or False – The ordering process primarily takes place within the Inventory Management office. True False

Question 2 What form is used to request NVS countermeasures? ICS 213 Resource Request (RR) message ICS 213 RR NVS NVS Request form None of the above

Question 3 True or False – For NVS orders, the supply unit leader or ordering manager should coordinate the order with the NVS mobile logistics team, if on site, or the NVS deployment management team. True False

Question 4 True or False – The ordering process may occur at any time during a response effort. True False

Question 5 Where should the ordering manager post daily receipts and issues to ensure an accurate inventory count and to know when to replenish items? Your organization’s inventory management system NVS State inventory management file Either a or b None of the above

Self Evaluation Answer Key QUESTION ANSWER SLIDE # 1 A 4 2 B 5 3 6 C