1. introduction and scope


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LINBRO PARK WAREHOUSE

MANIFESTING

BUSINESS CONTINUITY PLAN
PURPOSE: To continue the manifesting operation in the warehouse following a disaster.



In the event of a disaster proceed immediately to

Section 5.2 and perform actions as listed




Team Name MANIFESTING TEAM
Produced for INTERNATIONAL HEALTHCARE DISTRIBUTORS (Pty) Ltd.
By MGX Business Continuity

Solutions (Pty) Ltd.
Revision No. 0.1
Date of Issue 23 June 2004


Box 2638

 +27 11 315 2910

Midrand

 +27 11 315 1870

1685

bcpadmin@mgxgroup.com

TABLE OF CONTENTS

PAGE

1. INTRODUCTION AND SCOPE 4

2. OBJECTIVES 4

3. SCENARIOS 4

4. FUNCTIONS 4

4.1. TEAM LIST 4

4.2. PLANNING FUNCTIONS 5

4.3. DISASTER FUNCTIONS: 5

5. ACTIONS TO BE FOLLOWED 5

5.1. DISASTER PREPARATION ACTIONS 5

5.2. DISASTER ACTIONS 6

5.3. PROCEDURES 8

5.3.1. DELTA DOWN 8

5.3.2. DEMAG DOWN 8

5.3.3. LINBRO PARK WAREHOUSE NOT AVAILABLE 9

6. REFERENCES 10

7. BATTLE BOX CONTENTS 10

8. OUTSTANDING ACTIONS 10



1.INTRODUCTION AND SCOPE


The Linbro Park Manifesting Continuity Plan is an integral part of the overall Business Continuity Plan (BCP) for IHD. The complete BCP, which identifies and includes all component BCP’s, is held by the Business Continuity Co-ordinator.

This document describes the actions and procedures that must be followed by the Manifesting Team to minimise the consequences of a disaster affecting the manifesting process.
The BCP also contains a set of procedures to enable lost data identification and recovery, procedures to minimise subsequent data re-input, emergency working procedures and lists of resources required to enable the above.

2.OBJECTIVES


  • To continue distribution of pharmaceutical products in the event of a disaster.

  • To resume the normal manifesting procedure once the Delta system is recovered.

3.SCENARIOS


Business Continuity Plans for the Manifesting operation address each of the following potential disasters at Linbro Park:

  • Loss of the DELTA system

  • Loss of the DEMAG process automation system

  • Linbro Park warehouse is inoperable

Separate BCP’s address disaster situations at the regional distribution centres.

4.FUNCTIONS

4.1.TEAM LIST


MANIFESTING

NAME

DESIGNATION

CELL/PAGER NO.

HOME NO.

David Mashishi

Team Leader

083 292 2529




Kingi Nkomo

Deputy

083 378 6978




Abraham Jodo

Team Member




016 592 1108

Johannes Mashika

Team Member




012 797 6246

Jeffery Nkonyane

Team Member

072 264 5052

012 790 2579

Robert Sekowe

Team Member




012 799 2628



4.2.PLANNING FUNCTIONS


  • Participate in Testing Recovery.

  • Review and update this plan after each test.

4.3.DISASTER FUNCTIONS:


  • Perform critical functions during a period of downtime.

5.ACTIONS TO BE FOLLOWED

5.1.DISASTER PREPARATION ACTIONS


Action

Pre-requisite

Actions

Resp.

Start

End

WMF 050




REVIEW EMERGENCY OPERATING PROCEDURE

Review the Emergency Operating Procedure to be implemented in a disaster situation. The objective of which is continue the manifesting process, and identify any picked orders ‘lost’ as a result of the disaster.










WMF 100




TRAINING

Participate in Testing emergency procedures.










WMF 150




BATTLE BOX

  • Prepare and maintain a Battle Box contents list for minimum emergency requirements.

  • Ensure that the Battle Box is populated with a copy of the contents lists and the required emergency supplies.

  • Set up off-site storage for the Battle Box











5.2.DISASTER ACTIONS


Action

Pre-requisite

Actions

Resp.

Start

End

WMF 200




RECEIVE DISASTER ALERT

The Business Continuity Coordinator will inform you of a possible disaster affecting the warehouse, and the likely course of action to be adopted. Ensure course of action is understood.










WMF 250




CHECKPOINT ONE

Disaster Alert.










WMF 300




OPTIONAL - CONTACT TEAM MEMBERS

If required at this stage contact members of the team. Use the cascade method of calling and ensure each person is contacted. Explain what has happened and course of action.










WMF 350




FURTHER NOTIFICATION

Wait for notification that a disaster has been declared.










WMF 400




DISASTER NOTIFICATION

The Business Continuity Coordinator will inform you that a disaster has been declared.

If the warehouse is operational and the Delta system is available process parcels following SOP S32 as usual, the disaster does not affect Manifesting.

If the Delta system is not available checkpoint two below is applicable.

If the warehouse is not operational await further instructions as personnel may be required to move stock from the warehouse.










WMF 450




CHECKPOINT TWO

Disaster declared and emergency processes to be started.










WMF 500




CONTACT TEAM MEMBERS

Contact members of the team. Use cascade method of calling and ensure each person is contacted.










WMF 550




IMPLEMENT EMERGENCY OPERATING PROCEDURE

If the Delta system is unavailable parcels will be presented at the manifesting station accompanied by pro-forma invoices. Delivery labels must be hand written.

If DELTA is operational, but DEMAG is not, parcels will be accompanied by manual picking lists, but DELTA Track labels will be printed.










WMF 600




ONGOING EMERGENCY PROCESSING

Carry on with emergency processing until notified that systems are operational and live again.










WMF 650




RECOVERY SUCCESSFUL NOTIFICATION

Receive notification of successful restoration.










WMF 700




CHECKPOINT THREE

DELTA Restored










WMF 750




NORMAL OPERATIONS NOTIFICATION

Resume normal operations, and inform BCC of any discrepancies.

NOTE: if DELTA has been recovered at the backup site picking will continue to be done from printed picking slips.










WMF 800




CHECKPOINT FOUR

Normal operations have been successfully resumed. Notify the BCC.









5.3.PROCEDURES


Refer to Standard Operating Procedure S32, copies of which are contained in the Battle Box and the IHD Intranet if available.

5.3.1.DELTA DOWN

5.3.1.1.Emergency Processing Procedure


Customer orders are manifested and packed using the information from the pro-forma invoices.

  • When the picking process is complete, the tote will arrive at the manifesting station via the conveyer belt with three copies of the pro-forma.

  • The contents of the tote are then verified against the pro-forma invoice details, which entail checking the product, strength, pack size, batch number, expiry date and quantity.

  • If any discrepancies are encountered, the checker must immediately notify his supervisor who must investigate and rectify the variance.

  • Depending on the discrepancy, it may be necessary to adjust the quantity of the order. This may be done on the specific line on the pro-forma invoice. The supervisor must sign off this variance.

  • Once the discrepancy has been rectified, and the checker has verified that the contents are correct; the checker must ensure that the documentation is correct, i.e. it corresponds with the order in the tote.

  • The checker attaches a track label onto each parcel, indicates how many parcels in the order by writing “1 of x”, and writes the route code for sorting by Kite.

  • Two copies of the pro-forma are placed in a plastic sleeve attached to the final parcel in the order.


Orders being picked if Delta or DEMAG goes down and emergency procedures are implemented will be collected by the picking team and taken to manifesting.

  • If Delta is available but DEMAG is down Manifesting will scan the tray barcode, and place the items not picked on back order as there is no manual picking document

  • If Delta went down, as soon as Delta and DEMAG are available Manifesting will scan the tray barcode:

    • If the order has been lost in the system, the manifesting team will return product items back to stock.

    • If the order is in the system and complete it will be manifested and sent to Kite

    • If the order is partly picked Manifesting can either cancel the order, return the picked items to the bins, and re-release the order for picking, or return the tray and carton to the pick line for completion.

5.3.2.DEMAG DOWN


If Delta is available, picking will be done from picking slips. Manifesting will be completed using SOP S32, and parcels will be sent via conveyor belt en route to Kite Logistics after being scanned by a security scanner.

5.3.3.LINBRO PARK WAREHOUSE NOT AVAILABLE


Manifesting will be done at regional distribution centres at reduced capacity according to SOP S32 section 1. Personnel from other departments to standby to assist with manifesting and quality checking of products picked if required.

6.REFERENCES


For a list of references please consult the Common Data document.

7.BATTLE BOX CONTENTS


NOTE: The contents of the Battle Box are for business continuity

Description

Responsibility

Date Included

The “BATTLE BOX” itself, ideally a lockable (padlock acceptable) metal trunk







Inventory of Battle box contents







Business Continuity Plan







Standard Operating Procedure S32







Marker pens







Writing paper, pens, pencils







Labels















8.OUTSTANDING ACTIONS


NOTE: The deployment of this business Continuity plan may be compromised whilst the following outstanding actions remain incomplete.

Description

Resp. Person

Start Date

End Date

Emergency operating procedures










Inventory of Battle box contents












DOCUMENT NAME

REVISION

ISSUE DATE

PAGE

IHD- Manifesting

Error: Reference source not found

05 February 2018

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