Survey Supply Ordering System Overview IPHIS

Overview

Benefits to the Survey Supply Ordering System Web-based Flexibility in ordering periods Unlimited product descriptions Photos Cooperator access Tracking products by programs Inventory management Integrated shipping communications Better work flow – Approvals

Preparing to Place Orders Many option or collapsed steps possible!

Preparing to Place Orders

Preparing to Place Orders Step 1 Step 2 Step 1: Planning meeting to discuss: - Survey priorities - Pest of interest - Available resources - Other needed topics Note: This could be your State CAPS Meeting. Step 3 Step 4

Preparing to Place Orders Step 1 Step 2 Step 2: Development of cooperative agreement work plans. Being sure to: 1) Identify who will provide survey supplies 2) Identify the target pests 3) Confirm alignment with priority pest 4) Perform other required aspects of review Step 3 Step 4

Preparing to Place Orders Step 1 Step 2 Step 3: If PPQ will be surveying, confirm alignment with agency priorities and available allocations. Being sure to: 1) Identify who will need survey supplies 2) Identify the target pests 3) Confirm alignment with priority pest 4) Review Approved Methods NOTE: Not all PPQ locations perform survey work Step 3 Step 4

Preparing to Place Orders Step 1 Step 2 Step 3 Step 4 Step 4: Survey Summary Form must be completed prior to placing orders Note: This form will assist you in determining how many traps and lures to order.

Preparing to Place Orders Step 3 Step 4 Step 5 Draft your survey supply order. PPQ and State should work together. Be sure to: Confirm with all office locations the following: Current supply needs Left-over inventory (if available) Step 5 Step 5 Step 6 Step 6

Preparing to Place Orders Step 3 Step 4 Step 5 Step 5 Step 6 Finalize and place order in the Survey Supply Ordering System. Detailed directions follow. Step 6 Step 6

Round up trap and lure orders by 10%-20%. **Best Practice** Round up trap and lure orders by 10%-20%. +

Placing Orders

Preparing to Place Orders – Approved Methods Before placing orders: - Review Approved Methods for Pest Surveillance for all target pests - Read method or lure notes. Confirm traps and lures for all targets. Be mindful of lures that require multiple products/entries. Note: It may no longer be possible to request additional orders outside of the open period. Accurate, complete orders are essential.

Approving Orders – Approved Methods 3 choices traps 3 lures needed Read all Lure Notes and Method Notes.

Home Screen

Browse Catalog

Browse Catalog - Viewing Pictures

Viewing Complete Descriptions Hold mouse over product description to show complete Product Description.

Browse Catalog

Browse Catalog Extract Catalog to Excel Click Excel then Save/Open

Browse Catalog Sample Excel Extraction: All products in one sheet!

Adding to Cart

Edit Cart

Edit Cart – Calculator (Optional) Helps you calculate the number of lures.

Edit Cart – Calculator (Optional)

Edit Cart – Calculator (Optional) A starting point. You must still enter the final numbers into the Edit Cart Screen. Note: You need to add to the results for loss rates and malfunctions.

Edit Cart – Program Removal You must determine which program’s supplies you will use.

Edit Cart – Remove Entire Product

Edit Cart – Remove Entire Product

Edit Cart – Remove Entire Product Continue Checking out Returns you to Browsing Catalog Screen.

My Cart IMPORTANT!!!! Your cart will be emptied if you log out of the system. You must create the order prior to logging out to prevent deletion.

Continue Checking Out

Continue Checkout – Order Info Order ID: Auto Completed Order Date: Auto Completed Organization: The RECEIVER’s organization must be Input – State, PPQ is fine. Order Type: Select “New” unless told otherwise Date Needed: Only one per order. Able to receive freight: No - if you need UPS or Fed Ex delivery, Inside delivery Yes - If you have a loading dock and are able to receive pallets. Comments: Enter Title of Projects.

Continue Checkout – My Contact

Continue Checkout – My Contact The person placing the orders information is auto filled from IPHIS. The order history and status will reside with this person.

Continue Checkout – Order Receiver

Continue Checkout – Order Receiver You can edit all fields. Will designate the Approval Chain.

Continue Checkout – Order Receiver New Mexico’s Approvers will be responsible for this order.

Continue Checkout – Order Receiver

**Best Practice** Use the Secondary email box to include many people. Orders are NOT secret information Have the system send the message for you!

Continue Checkout – Use Existing Receiver Tracks your previous receivers. Click plus to add to current order.

Continue Checkout- Order Receiver Multiple e-mail address can be entered for system generated e-mail notifications. System e-mail notifications will ONLY occur : After final approval or decline When order is shipped

Continue Checkout – Create This Order

Order Created

My Orders

My Orders - Review

Requesting Roles

Order Approval Ordering process will have 3 levels of approval State Hub Policy SPHD (State) Approver – You need to request this role in IPHIS to be a state approver. SPHD (State) Approver: Place orders without additional state approval. Approve orders destined to their state.

Requesting and New Role

This person will only receive tasks for AZ orders needing approval. Requesting a New Role This person will only receive tasks for AZ orders needing approval. To see receive tasks for other states, that role and office must be requested.

Requesting Role Your current roles are displayed here.

Requesting a New Role - Office SPHD(State) Approver - Must be associated with a SPHD Office. Multiple Offices may be needed to approve orders in different states. Cooperators may NOT be approvers.

Requesting a New Role - Role Able to Place Orders: Data Collectors SPHD (State) Approvers Regional Approvers HQ Approver Able to Approve Orders: SPHD (State) Approvers Regional Approvers HQ Approver

Requesting Role Your current roles are displayed here

Approving Orders

**Best Practice** The PSS plays a critical role in assuring cooperator orders are complete and accurate. Things to keep in mind: Cross-reference both the Survey Summary Form and Approved Methods pages against all orders. Reach out to the SSC to follow up on any questions/missing items. Note: It may no longer be possible to request additional orders outside of the open period. Accurate, complete orders are essential.

Orders pending approval all appear in your All Task Menu. Approving Orders Orders pending approval all appear in your All Task Menu. Notice nothing for AZ!

Approving Orders

Approving Orders

Approving Orders

Approving Orders – Order Info Confirm Organization is correct for receiver Date needed is correct (After January 1, 2012) Order Type is New Freight is correctly marked Read any comments

Approving Orders – My Contact & Order Receiver

Approving Orders – My Contact & Order Receiver Review this information for accuracy. Do not use P.O. boxes. Not able to be changed. If there is an error, a new order must be created.

Approving Orders – Approved Methods Cross reference the Survey Summary Form and the Approved Methods for Pest Surveillance: Review any method or lure notes on the AMPS page for changes in survey supply products/approved methods. Ensure traps and lures for all targets are listed. Be mindful of lures that require multiple products/entries.

Approving Orders – Approved Methods 3 choices traps 3 lures needed Read all Lure Notes and Method Notes.

Approving Orders – Program Name/Ordered Quantity

Approving Orders – Program Name/Ordered Quantity Confirm Quantities are correct: reasonable align objectives funding is available

Approving Orders – Program Name/Ordered Quantity Before After

Approving Order -Approve Move the order through the approval chain. E-mail will be sent notifying all people designated in the order of the final approval. New order needs to be created if product is still needed.

Approving Order - Decline Cancels the order. Removes the order from the system. E-mail will be sent notifying all people designated in the order of the decline. New order needs to be created if product is still needed.

Approving Order – Correction Needed Returns order to originator No E-mail will be sent Comments are required to tell originator of needed changes Note: If the Catalog is disabled; data collectors and SPHD(State) Approvers will not be able to add new products; they will only be able to adjust quantities.

Approving Order -Cancel Cancel – takes no action and returns you to previous screen.

Approving Order – Final

Managing Orders

E-mail Notification – Final Approval Final Approvers comments only.

E-Mail Notification - Shipping with Backordered Compare this information with the information on the order. The numbers may be more depending on packaging. This product was partially shipped.

My Orders My Orders screen of person placing the order before final approval.

My Orders My Orders screen of person placing the order before final approval

My Orders – Details

My Orders - Final Approval

My Orders - Archiving Orders

My Orders - Archiving Orders

My Orders - Archiving Orders

My Orders - Archiving Orders

My Orders - Unarchive

Moore Warehouse

Moore Warehouse

Moore Warehouse

Moore Warehouse

Running Packing Slip Report in IPHIS Warehouse Users

Confirm your Location and Office Location Click on “Order Information Report”

Select Pending Shipments Only Report will run but may take some time

All Pending Orders

Searching in a PDF Use the “Find” Box in your PDF window to search.

Searching for IPSlu Hit Enter

Searching for IPSLu

Saving/Printing a Packing Slip

Saving/Printing a Packing Slip 1) Select Current page

Saving/Printing a Packing Slip Click OK to print a hard copy

Saving/Printing a Packing Slip To save: Select Adobe PDF from Printer name dropdown Click OK NOTE: BE SURE CURRENT PAGE IS SELECTED.

Saving/Printing a Packing Slip Change File Name (I use Order number and a new file for each Query.)

Saving/Printing a Packing Slip New PDF loaded