1. Inside the Warehouse: Management, Storage, and Customer Feedback of USDA Foods
June 8, 2016
Food Distribution Division (FDD)
Household Operations Branch (HOB)
Program Integrity & Monitoring Branch (PIMB)

2. Agenda Replenishment/Multi-Food Ordering Inventory Management
USDA Foods Storage
USDA Foods Feedback

3. National Warehouse Replenishment
Annually– IDIQ due February/March of the prior year
Biannually – Due late summer and early winter
Quarterly:
January – March delivery orders due in WBSCM in October
April – June delivery orders due in WBSCM in January
July – September delivery orders due in WBSCM in April
October – December delivery orders due in WBSCM in July
Monthly – Due 2 months prior to delivery date

4. Multi-Food Ordering Timeline
Delivery Schedule is set at beginning of the year.
Sites can make delivery dates non-delivery.
Ordering for a set delivery date implies consent to receive an order.
Thirty (30) business days before a delivery date, it will become available for you to order against.

5. Multi-Food Ordering Timeline
Orders must be entered by the SDA or RA before the 7 business days preceding the delivery date.
There should only be 1 multi-food order number per site per delivery date. Each material should only be listed on the order once.

6. Inventory Management
Inventory management is necessary to ensure that USDA Foods are distributed in a timely manner, and in optimal condition.
FNS recommends that ITOs maintain inventories at 1.5 to 3 months on-hand by food package category, depending on participation levels, storage capability, and delivery schedule.

7. Inventory Management
ITOs are required to accurately track inventory levels, in accordance with 7 CFR (b).
According to internal data, 63% of ITOs are hovering in the 1-3 months among all categories; however, only 3% are above 6 months and 2% are at 0 months.

8. Why Do Inventory Levels Matter?
When ITOs over-order USDA Foods relative to their program participation, it hurts the program.
High inventories:
Take product away from other ITOs
Increase the risk that USDA Foods will go out-of-condition before they can be distributed to and used by participants
Low inventories:
Increase the risk that an ITO will not have enough food to meet food package requirements and provide full food packages to participants

9. Inventory Management
As a general rule, ITOs should use a first-in-first-out (FIFO) system of inventory management
Oldest product used first
Product with less than two months of shelf life are not permitted to ship from the National Warehouses unless you are contacted

10. USDA Foods Storage
USDA Foods should be stored in a manner that protects them from spoilage, infestation, damage, or other conditions that jeopardize the quality and safety of the foods.
USDA Foods must be:
Maintained in clean conditions
Held at the proper temperatures
Stored using adequate air circulation

11. USDA Foods Storage
Storage facilities have obtained all required Federal, State and Local health inspections
Current inspections
ITOs must provide three types of storage facilities to assure proper protection of USDA Foods
Dry
Refrigerated
Freezer

12. USDA Foods Storage

13. USDA Foods Storage
As per FNS 501 Handbook, storage condition temperatures of USDA Foods should be recorded daily to ensure the integrity of the USDA Foods is maintained.
By taking the necessary precautions and following FDPIR USDA Foods Fact Sheets, food losses can be reduced or prevented.

14. USDA Foods Fact Sheet

15. At Delivery: “Opportunity”
Check: Seal, Temperature, Quantity,
Condition of Product and Load
____________________________________________

16. Overview of FNS Rev 2
This instruction is applicable to shipments of USDA Foods received by an ITO.
Does not cover food ordered through the Department of Defense (DoD) Fresh Fruit and Vegetable Program.

17. Overview of FNS 709-5 Rev 2 Inspect the shipment Seal
Removal of seal and temperature check
Quantity of USDA Foods
Examine Condition of USDA Foods
Out-of-condition USDA Foods and required notification

18. Inspect the Shipment Before the truck leaves:
Check for security seal, record number of seals
Check temperature of frozen and refrigerated foods
Verify product quantity
Examine quality of product

19. Inspect the Shipment Condition of packaging/containers
Take action if product does not meet specifications
Document issues, take photos
Train staff on how to properly receive and store USDA Foods

20. What is a Complaint? Quality of product Foreign material in product
Packaging condition
Product caused illness, injury, allergic reaction

21. Types of Complaints

22. Must Have Information for Complaint
Sales Order or Multi-Food Requisition Number
Codes (lot, case, can, product code, pack date)
Quantity of damaged product
Photos

23. Additional Information
Detailed description of issue
Date product was received
Location product

24. How to File a Food Complaint
ITO must file complaints in Web-Based Supply Chain Management System (WBSCM)

25. Multifood Receipting

26. Complaint/Order Search

32. USDA Foods Complaint Team Contact Information

33. Contact DLA Representative
DoD Fresh Complaints
Contact DLA Representative
If no action…
FNS Regional Office
FNS HQ

34. DLA Field Representative Contact Information

35. Responsibilities Warehouse Contact FNS Contact Delivery Dates
Delivery Issues
Product Availability
Order Management
Product Complaints
Receipting
Order Verification
WBSCM Issues

36. Contacts Americold Nampa Warehouse MPRO, SWRO, WRO Matthew Martin
Susan Anderson
Paris Brothers Kansas City Warehouse
MPRO, MWRO, NERO, SERO, SWRO
Alice McKenney
Steve Wolfe

37. References
FNS Instruction, Revision 2: Shipment and Receipt of USDA Foods
FNS Handbook 501, Food Distribution on Indian Reservations
USDA Foods Complaint Webinars
Demystifying the USDA Foods Complaint Process
Applying the USDA Foods Complaint Process
FDPIR USDA Foods Fact Sheets
WBSCM Helpdesk
Phone: 877-WBSCM-4U or
WBSCM FNS Helpdesk

38. Questions?