1. Survey Supply Ordering System Overview
IPHIS

2. Overview

3. 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

4. Preparing to Place Orders
Many option or collapsed steps possible!

5. Preparing to Place Orders

6. 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

7. 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

8. 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

9. 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.

10. 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

11. 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

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

13. Placing Orders

14. 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.

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

16. Home Screen

17. Browse Catalog

18. Browse Catalog - Viewing Pictures

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

20. Browse Catalog

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

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

23. Adding to Cart

24. Edit Cart

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

26. Edit Cart – Calculator (Optional)

27. 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.

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

29. Edit Cart – Remove Entire Product

30. Edit Cart – Remove Entire Product

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

32. 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.

33. Continue Checking Out

34. 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.

35. Continue Checkout – My Contact

36. 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.

37. Continue Checkout – Order Receiver

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

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

40. Continue Checkout – Order Receiver

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

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

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

44. Continue Checkout – Create This Order

45. Order Created

46. My Orders

47. My Orders - Review

48. Requesting Roles

49. 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.

50. Requesting and New Role

51. 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.

52. Requesting Role
Your current roles are displayed here.

53. 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.

54. 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

55. Requesting Role
Your current roles are displayed here

56. Approving Orders

57. **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.

58. 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!

59. Approving Orders

60. Approving Orders

61. Approving Orders

62. 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

63. Approving Orders – My Contact & Order Receiver

64. 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.

65. 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.

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

67. Approving Orders – Program Name/Ordered Quantity

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

69. Approving Orders – Program Name/Ordered Quantity
Before
After

70. Approving Order -Approve
Move the order through the approval chain.
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.

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

72. Approving Order – Correction Needed
Returns order to originator
No 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.

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

74. Approving Order – Final

75. Managing Orders

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

77. 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.

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

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

80. My Orders – Details

81. My Orders - Final Approval

82. My Orders - Archiving Orders

83. My Orders - Archiving Orders

84. My Orders - Archiving Orders

85. My Orders - Archiving Orders

86. My Orders - Unarchive

87. Moore Warehouse

88. Moore Warehouse

89. Moore Warehouse

90. Moore Warehouse

91. Running Packing Slip Report in IPHIS
Warehouse Users

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

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

94. All Pending Orders

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

96. Searching for IPSlu
Hit Enter

97. Searching for IPSLu

98. Saving/Printing a Packing Slip

99. Saving/Printing a Packing Slip
1) Select Current page

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

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

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

103. Saving/Printing a Packing Slip
New PDF loaded