Safeguarding Animal Health National Veterinary Stockpile Improving Disease Response Through Science-Based Logistics NVS Logistics Warehouse Training Module 3: Receiving and Storing Warehouse Inventory U.S. Department of Agriculture Animal and Plant Health Inspection Service Veterinary Services

Safeguarding Animal Health Terminal Learning Objectives Understand how to receive and store NVS countermeasures. 2 Training is designed to augment your organization's incident command system and logistics response training; not replace established processes or procedures

Safeguarding Animal Health Inventory Process Flow 3

Safeguarding Animal Health Receiving 4

Safeguarding Animal Health Receiving Step 1: Inspect the Bill of Lading and Seal The receiving and distribution manager should  inspect the shipment bill of lading to confirm the shipment is at the correct location,  confirm the seal on the truck has not been broken and it matches the seal number on the bill of lading, and  bring any issue found to the NVS’ attention. Colorado NVS Exercise September

Safeguarding Animal Health Receiving Step 2a: Offload the Shipment to the Receiving Area Forklift operator offloads the shipment from the truck to the receiving area. During the offload the receiving and distribution manager will  confirm the number of pieces in the shipment is the same as on the bill of lading,  inspect the shipment containers for visible signs of damage, and  annotate discrepancies and damages on bill of lading. Colorado NVS Exercise September

Safeguarding Animal Health Receiving Step 2b: Receiving Temperature-Sensitive Items Offload temperature-sensitive items (vaccine & antivirals) offloaded first. Validate that items arrived at the right temperature, enter information in the temperature monitoring log, and temperature excursion action sheet, if temperature falls outside the range. Ensure vaccines are stored at 2°C to 8°C (35.6°F to 46.4°F). Inventory and move vaccine immediately to refrigerated storage. Antiviral medications should be transferred to the medically qualified person and stored in a controlled room temperature environment at (14°C to 30°C [57.2°F to 86°F]) until released or dispensed. Temperature Monitoring Log Temperature Excursion Action Sheet 7

Safeguarding Animal Health NVS Vaccine Shipments Vaccine will arrive in temperature controlled shipping devices. Example – NVS shipment of 6000, 100ml bottles of vaccine  Two NVS GTS 5420 pallet shippers can hold 6000, 100ml bottles of vaccine and maintain the contents temperature between 2 and 8 degrees Celsius for up to five days.  The vaccine would be packaged – 10 each, 100 ml bottles per box, with 6 boxes in a case. Each case would contain 60, 100 ml bottles. The vaccine box dimensions are:  Case: 11 ¾” H x 9 5/8” W x 8 ½”H ( Each case will contain 6 boxes of the inner box per case for a total of 60, 100 ml bottles).  Inner box 9”L x 3 ¾” W x 4” H (this is the box that will contain 10, 100 ml bottles). GTS 5420 Inspecting the temperature monitor during the Texas NVS Exercise October

Safeguarding Animal Health Receiving Step 3: Sign the Bill of Lading After the shipment has been offloaded, the receiving and distribution manager signs the bill of lading and provides a copy to the driver and the ordering manager. Bill of Lading Colorado NVS Exercise September

Safeguarding Animal Health Receiving Step 4: Inventory Contents The receiving and distribution manager ensures all approved NVS items arrived and are accounted for. A 100% inventory is not required, however, a complete inventory of any tri-wall containing NVS returnable items is highly recommended and a spot check of the other tri-walls. Each tri-wall has two multicopy packing slips and an instruction sheet attached; only one set of the multicopy packing slips is used for inventory.  Copy 1 goes to the ordering manager, Copy 2 remains in the tri-wall, and Copy 3 remains in the tri-wall and is used to return items to the NVS. Warehouse team  verifies that the tri-wall contains the items and quantities stated on the packing slip;  annotates damages, overages, shortages, or loss discovered during receipt on one set of the packing slip copies 1, 2, and 3; 10 Kentucky NVS Exercise June 2009

Safeguarding Animal Health Packing Slip List of Received Items 11

Safeguarding Animal Health Storing 12

Safeguarding Animal Health Step 1: Move Items to the Storage Area Move inventory receipts from the receiving area to pre-determined storage locations. Vaccines –  To control temperatures of vaccines, use pre-chilled refrigerators or refrigerated vans (long term); or coolers with cold packs, Vaxicool or FridgeFreeze portable refrigeration units (short term); or other methods.  Designate a person to monitor items.  Monitor stored product for proper temperature at regular intervals, e.g. once each operational period or as instructed by the receiving and distribution manager.  Note the time and recorded temperature of items in a Temperature Monitoring Log and Temperature Excursion Action Sheet, if applicable. Colorado NVS Exercise September

Safeguarding Animal Health Step 1: Move Items to the Storage Area (cont.) Store antivirals in accordance with State pharmacy requirements for prescription drugs. Texas NVS Exercise October

Safeguarding Animal Health Step 2: Note Quantity and Storage Location Position the NVS tri-walls with the drop-down flap facing the aisle or front. Create a visual to indicate that the container contents have been inventoried. The warehouse team  annotates the storage location on copy 1, 2, and 3 of the packing slip,  provides copy 1 of the packing slip to the warehouse team leader who provides it to the receiving and distribution manager.  keeps copy 2 and copy 3 in the tri-wall. 15

Safeguarding Animal Health Step 3: Enter Storage Location The receiving and distribution manager (RCDM) provides the ordering manager (ORDM) copy 1 of the tri-wall packing slip annotated with  discrepancies between the packing slip and the tri-wall contents, and  the storage location. The ORDM:  validates that the RCDM has turned in a packing slip (copy 1) for each tri- wall, container, or pallet received.  checks that the storage location was noted and looks for discrepancies.  records a storage location for each tri-wall, pallet, or refrigerated shipping container into the inventory management system or the NVS Inventory Management File.  adjusts the inventory balance based on noted discrepancies.  provides a list of discrepancies to the RCDM and NVS mobile logistics team and/or the deployment management team. 16

Safeguarding Animal Health Receiving and Storing Process RCDM DVR WH BL Copy1 RCDM 17 Copy1

Safeguarding Animal Health 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 individual actions, processes, and procedures recommended for receiving and storing NVS countermeasures in a logistics warehouse or other type storage facility. Other NVS 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 Questions about this briefing or other NVS tools should be addressed to the NVS staff at 18

Safeguarding Animal Health Self-Evaluation 19

Safeguarding Animal Health 20 Question 1 Each tri-wall comes with two sets of multicopy packing slips and an instruction sheet. One set remains attached to the back of the tri-wall for future use. Where does copy 1 of the packing slips attached to the front of the tri-wall go? a.Turned in to the ordering manager b.Turned into the NVS mobile logistics team, if on site, or the deployment management team c.Left in the tri-wall

Safeguarding Animal Health 21 Question 2 How can you quickly find the specific location of an item in an NVS tri-wall? a.Ask the delivery truck driver b.Look at the tri-wall diagram on the drop-down flap c. Look at the packing slip d.Look at the shipment bill of lading

Safeguarding Animal Health 22 Question 3 What is the minimum requirement for how often the temperature of stored vaccine should be monitored? a.There is no requirement if stored in a refrigerator b.Prior to picking and shipping c.Every hour d.At least once during each operational period

Safeguarding Animal Health 23 Question 4 True or False – A 100% inventory is not required, however, a complete inventory of any tri-wall containing NVS returnable items is recommended and only a spot check of the other tri- walls. a.True b.False

Safeguarding Animal Health 24 Question 5 What document is used to record the circumstances when vaccine temperatures fall outside of the acceptable range? a.Temperature Monitoring Log b.Temperature Excursion Action Sheet c.ICS 123 RR NVS form d.Distribution Log

Safeguarding Animal Health 25 Question 6 Who is responsible for confirming that the number of pieces in the NVS shipment is the same as on the bill of lading? a.Logistics section chief b.Warehouse team leader c.Supply unit leader d.Receiving and distribution manager

Safeguarding Animal Health 26 Self Evaluation Answer Key QUESTIONANSWERSLIDE # 1A10 2B10 & 15 3D7 & 13 4A10 5B7 6D6