Veterinary Services National Veterinary Stockpile (NVS) State Inventory Management File (IMF) Practical Exercise Key U.S. Department of Agriculture Animal and Plant Health Inspection Service Veterinary Services Surveillance, Preparedness and Response Services June 2015

Practical Exercise Key The Practical Exercise Key contains the following files –This PowerPoint file demonstrating the steps to take for each practical exercise, –PDFs print outs of the pick sheets, packing slips, and purchase order sheets, –Excel file containing exported report, and –Final transaction data from the answer key, demonstrating an audit of all the actions that will be shown in the IMF. IMF PE-2 Key

Practical Exercise for Inventory Management Purpose: To provide users a tool to practice using the basic functions of the Inventory Management File (IMF). To account for and maintain inventory, you will need to do the following: –Set up IMF warehouse storage locations, customers, and suppliers –Receive the initial NVS Shipment File –Know when and how to use the “Adjust Up/Down” NVS function –Issue supplies and create pick sheets and packing slips –Know when and how to order additional material –Receive a shipment of supplies. Assumptions: The NVS shipment has one of each of the following modules: –Module 1, Module 4, Module 6, and 1 case of vaccine IMF PE-3 Key

Practical Exercise 1 Your organization will receive three NVS tri- walls according to the NVS Shipment File (NVS Practical Exercise Shipment File.xls). The receiving and distribution manager (RCDM) and supply unit leader (SPUL) have decided to –Number their warehouse storage locations from 1 – 25 and –Setup a secure storage warehouse location. IMF PE-4 Key

Practical Exercise 1 (cont.) Add the following outbreak response site destinations to the IMF: Add the following suppliers to the IMF. –Name: Supplies-R-Us –Address: 1234 Riverwalk Way –City/State: City X, ST –POC Name: John T. Supplier –POC Number: IMF PE-5 Key Destination nameResponse Site AResponse Site B Location address615 Dry Mill Road13 Turnip Lane Location cityCity XCity Y Location stateST

Practical Exercise 1 Key Your organization will receive three NVS tri-walls according to the NVS Shipment File (NVS PE Shipment File.xls). –Click Purchase Orders. –Click the Create Purchase Orders tab. –Click Add New Purchase Order Using NVS Shipment File. –Select the NVS Shipment File in the pop up window. IMF PE-6 Key

Practical Exercise 1 Key (cont.) The RCDM and SPUL have decided to number their warehouse storage locations from 1 – 25. –Click Warehouse Setup. –Click the Warehouse Locations tab. –Click Add New Warehouse Location. –Enter “1” in Warehouse Location and click Add New Warehouse Location. –Repeat for warehouse locations 2 through 25. IMF PE-7 Key

Practical Exercise 1 Key (cont.) The receiving and distribution manager (RCDM) and supply unit leader (SPUL) have decided to Setup a secure storage warehouse location. –Click Warehouse Setup. –Click the Warehouse Locations tab and then click Add New Warehouse Location. –Enter “Secure Storage” in Warehouse Location and click Add New Warehouse Location. IMF PE-8 Key

Practical Exercise 1 Key (cont.) Add the outbreak response destinations to the IMF. –Click Warehouse Setup. –Click the Destinations tab and then Add New Destination. –Enter Information. Response Site B information shown below. IMF PE-9 Key

Practical Exercise 1 Key (cont.) Add the supplier to the IMF. –Click Warehouse Setup. –Click the Suppliers tab and then click Add New Supplier. –Enter Information in the bottom part of the screen. Final screen should match the screen below. IMF PE-10 Key

Practical Exercise 2 After the warehouse is activated, the first truck delivering NVS supplies and equipment arrives. The RCDM brings you the packing slips from the delivery (slides 6, 7, 8, and 9). What steps do you need to take to receive the items into inventory? Perform those steps within in the NVS State IMF. IMF PE-11 Key

Practical Exercise 2 (cont.) IMF PE-12 Key

Practical Exercise 2 (cont.) IMF PE-13 Key

Practical Exercise 2 (cont.) IMF PE-14 Key

Practical Exercise 2 (cont.) IMF PE-15 Key

Practical Exercise 2 Key The RCDM brings you the packing slips from the delivery (slides 6, 7, 8, and 9). Take the appropriate action. –Click Purchase Orders. –Click the Receive Purchase Orders tab and then click Quick Receive next to Purchase Order 1. IMF PE-16 Key

Practical Exercise 2 Key (cont.) Enter the warehouse locations as shown below. Click Discrepancy for NVS Module 4. IMF PE-17 Key

Practical Exercise 2 Key (cont.) Change quantity received for –Z to 9. Note 1 is damaged. –Z to 2. Note 1 is missing. Click Save and Close Form. IMF PE-18 Key

Practical Exercise 2 Key (cont.) After entering the discrepancies, click Receive Items. A discrepancy report will print. IMF PE-19 Key

Practical Exercise 2 Key (cont.) Adjust up in the Damaged Goods area for Z –Click Inventory Management. –Click the Adjust Items Up tab and then click Add New Adjustment. –Enter the information below, click anywhere on the screen, and then close the window. IMF PE-20 Key

Practical Exercise 3 Once the NVS shipment has been received, inventoried, and stored, a forklift turns a corner too tightly and hits a tri-wall. Six PAPR kits are damaged and moved to the Damaged Goods area. The RCDM provides you with the packing slip noting the damage (slide 22). What steps do you need to do to adjust the inventory? Perform those steps within in the NVS State IMF. IMF PE-21 Key

Practical Exercise 3 (cont.) IMF PE-22 Key

Practical Exercise 3 Key Click Inventory Management Click Move Items and then click Add New Adjustment Enter the information below, click anywhere on the screen, and then close the window IMF PE-23 Key

Practical Exercise 4 The Logistics Section Chief forwards response site orders to the SPUL for fulfillment by the ORDM, and warehouse staff. See attached requirements shown on the ICS 213 RRs. What do you do to fill the orders and manage inventory? Perform those steps within the NVS State IMF. IMF PE-24 Key

Practical Exercise 4 (cont.) IMF PE-25 Key

Practical Exercise 4 (cont.) IMF PE-26 Key

Practical Exercise 4 Key Response Site A needs –55 2XL Tyvek kits (Z ) and –1 first aid kit (Z ). Response Site B needs –1 bucket (Z ), –1 bottle of Virkon test strips (Z ), –2 PAPR kits (Z ), –2 batteries (Z ), –2 battery chargers (Z ), –1 10 lb container of Virkon (Z ), and –1 ULTRA pop-up pool (Z ). IMF PE-27 Key

Practical Exercise 4 Key (cont.) Click Inventory Management. Click the Create Pick Sheets tab Select Response Site A from the Destination drop down box. Click Create Pick Sheet. IMF PE-28 Key

Practical Exercise 4 Key (cont.) If the screen does not automatically move to the Edit Items For Pick Sheet tab, click on the Edit Items For Pick Sheet tab. Select Pick Sheet 1 by clicking on 1 in the top screen. IMF PE-29 Key Use the filters in the middle of the screen as needed and enter the proper quantities in the Qty Requested field. Click Issue Items and Print Pick Sheet after entering information for all items.

Practical Exercise 4 Key (cont.) Confirmation Screen will match image below. Click Items Correct – Print Pick Sheet. IMF PE-30 Key

Practical Exercise 4 Key (cont.) Complete the process again for Response Site B. The confirmation screen will match the image below. Click Items Correct – Print Pick Sheet. IMF PE-31 Key

Practical Exercise 4 Key (cont.) The following slides contain the pick sheet and packing slip print out produced by the IMF. See the PDF print outs for an actual copy of the print out. IMF PE-32 Key

Practical Exercise 4 Key (cont.) IMF PE-33 Key

Practical Exercise 4 Key (cont.) IMF PE-34 Key

Practical Exercise 4 Key (cont.) IMF PE-35 Key

Practical Exercise 4 Key (cont.) IMF PE-36 Key

Practical Exercise 5 It is the end of day 1 and you need to provide input to the daily situation report (SITREP). Export an IMF report that shows the current on hand levels. The SPUL requests the following items be procured from the Supplies-R-Us vendor. Test Strips, Virkon, 1 BX Virkon, 10 LB Containers, 2 CS First Aid Kit, 1 EA Bucket with cover 5 gallon, 1 EA Pool, Pop up, 1 EA IMF PE-37 Key

Practical Exercise 5 Key Click Reports. Click Current OH Levels. IMF PE-38 Key Click Export to XLS. Ensure the exported Excel file matches the Instructor Key file. It is the end of day 1 and you need to provide input to the daily situation report (SITREP). Export a report that shows the current on hand levels.

Practical Exercise 5 Key (cont.) Click Purchase Orders. Select Suppliers-R-Us from the Supplier dropdown menu. Click Create Purchase Order. IMF PE-39 Key The SPUL requests items be procured from Supplies-R-Us.

Practical Exercise 5 Key (cont.) Use the filters in the middle of the screen as needed and enter the proper quantities in the Order Amount field. –Z – 1 BX –Z – 2 CS –Z – 1 EA –Z – 1 EA –Z – 1 EA Click Create Purchase Order. IMF PE-40 Key

Practical Exercise 5 Key (cont.) The Purchase Order sheet should look similar to below. IMF PE-41 Key

Practical Exercise 6 Twenty-four hours have gone by and the supplies you ordered yesterday from the Supplies-R-Us have arrived. What steps do you need to take in the NVS State IMF to process the receipt provided to you by the RCDM (slide 43)? Perform those steps to receive the items. IMF PE-42 Key

Practical Exercise 6 (cont.) IMF PE-43 Key

Practical Exercise 6 Key Click Purchase Orders. Click the Receive Purchase Orders tab. Click Quick Receive for Purchase Order ID #2. IMF PE-44 Key

Practical Exercise 6 Key (cont.) Enter the warehouse locations as shown below. Click Receive Items. IMF PE-45 Key

Practical Exercise 7 The RCDM provides you the completed pick ship, indicating that Issue Orders Response Site A and Response Site B have shipped, and providing the lot number for the vaccine. What do you do next to update the IMF with the information? Perform the steps necessary to update the NVS State IMF. IMF PE-46 Key

Practical Exercise 7 (cont.) IMF PE-47 Key

Practical Exercise 7 (cont.) IMF PE-48 Key

Practical Exercise 7 Key Click Purchase Orders. Click the Edit Items for Purchase Orders tab. Click on Number 1 in the top portion of the screen. IMF PE-49 Key

Practical Exercise 7 Key (cont.) Use the filters in the middle of the screen as needed to find the the vaccine item. Enter the lot and serial information in the Information field. IMF PE-48 Key

Practical Exercise 7 Key (cont.) Click the Mark as Shipped tab. Click on 1 in the top portion of the screen. Click Mark as Shipped. Repeat for the Response Site B Pick Sheet (ID #2) IMF PE-51 Key

Practical Exercise 8 Several days pass and Site A returns the following unused supplies –10 2XL Tyvek kits (Z ), and –1 first aid kit (Z ) See next slide for returned packing slips and stored locations on the margin. –Note ‘WH Loc’ stands for warehouse location where the item was stored when it was receipted into the warehouse. –Items crossed out with new numbers indicate the number of items received back into inventory (e.g., 10 Tyvek 2 XL cases were received, while the remaining were not returned and likely used at the response site). IMF PE-52 Key

Practical Exercise 8 Key IMF PE-53 Key

Practical Exercise 8 Key (cont.) Click Inventory Management Click the Adjust Item Levels Up tab. Click Add New Adjustment. –Select Z from the Item Stock Number drop down box. –Enter 1 in the Adjust Up At Warehouse Location field. –Enter 1 in the Adjustment Up Amount field. –Enter a note, such as what response site the return was from. IMF PE-54 Key

Practical Exercise 8 Key (cont.) Click Add New Adjustment –Select Z from the Item Stock Number drop down box. –Enter 2 in the Adjust Up At Warehouse Location field. –Enter 10 in the Adjustment Up Amount field. –Enter a note, such as what response site the return was from. IMF PE-55 Key

Practical Exercise Transaction Data To ensure that all actions were taken, you may wish to export the transaction data and compare to the transaction data key Excel file. –Click Reports. –Click Export Transaction Data to Excel. –Compare the exported file to the tbl_Transaction_Data Excel. IMF PE-56 Key

Practical Exercise Key Complete IMF PE-57 Key