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Mail & Shipping
Manual

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    MATERIALS
     MANAGEMENT
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UCH CENTRAL
WAREHOUSE
Policies & Procedures

NOTICES

-----Original Message-----

Toner and Printer Cartridge Return Program

As of May 1, 2002, Logistics Management will collect all used Toner and Printer Cartridges. All empty Cartridges must be placed in their original packaging, for shipping purposes. Loose cartridges are not accepted, so please make every effort to save the original packaging. Containers have been set up at the West Dock, Central Warehouse, and the Dowling South Materials Room for your convenience. Cartridges may also be given to
any of our Materials and/or Mail distribution staff, providing they have sufficient room on their carts. If the distribution staff does have sufficient room on their cart, and you would like the items picked up, please e-mail TPCRP <mailto:%20groman@nso2.UCH.edu> .

If you have any questions, please contact Mike Stephens or Jack Ferraro.

Surplus Property Management at x-1956

If adding products to your Logistics Management par levels, please
complete the MEDICAL PAR SUPPLY FORM (MM-8), and contact
your material handler or Jack Ferraro.

VALUE ANALYSIS:

Needle-less Project
Please find attached the PAR & IV Conversion Lists for the new Needle-less Project. If you have any questions, please contact Gloria Borders
at x-4388, or Jack Ferraro at x-1927.

When opening, please save these lists to file!! They are Internet Protected.
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PAR List       IV Items

Some of the unit of measures on the original lists handed out are noted as each, however they are listed differently in the on-line ordering system. The changes are noted in the lists above. When ordering, please have everyone use the on-line system unit of measure. Eventually, all of the new items will be issued by each.
.

Please note that the Unit of Issue for Imed Blood Tubing #950086 and Gemini Pump Tubing #950203 has changed from CASE to EACH. The changes have already been made to the MACOLA & Web Systems.
.

New Office Supply Catalog & Web Ordering System Saves
Your Department & the Institution Money. You will also
receive your order with-in 48 Hours of processing.

As part of the Health Center's cost saving initiative, all items offered in
the on-line system have been standardized. It is also less costly for the institution to process on-line supply orders through the Warehouse,
rather than placing special orders. Effective immediately, as a requirement of this value analysis initiative, all departments must order their office supply products through the Central Warehouse Web On-
Line Ordering System.    The Warehouse will also receive "Bulk Pricing" from Desk Drawer. A new Office Supply Catalog has also been developed. Purchasing will no longer accept orders for standard Office type Supplies advertised in the new Warehouse Catalog, e.g., these are the only pens, pads, office paper, note books, binders, copy paper, etc., available to your department. If you have a special requirement on why you are ordering outside the catalog, please note on your Purchase Requisition.

Additional hard copies of the new Warehouse Catalog are available from Logistics Management (x-1953). You can also place an order for the new catalog through the Web Ordering System; item # 50000. Please support this endeavor by using the new Web Ordering System for all your supply needs.

             Working together we can make a difference
                       during these difficult times.

PURCHASING NOTICES:

When completing a requisition in FRS, please insure that your requisitions have been approved. Always review the approval screens (256 and 252) for
completion before moving on to a new requisition or closing out of FRS.
Recently, there have been several requisitions every day that haven't been approved. The Buyers are unable to begin the procurement process until the requisitions are fully approved.

When entering item description on screen 254. be sure to hit enter before proceeding to the next screen. Otherwise all information will be lost.

Requisitions may only be modified on the day that they are originally entered
without notifying Purchasing. Any additional changes must be communicated to
the Purchasing Department (x2408).

Over the past few months, we have been trying to eliminate all duplication of effort in the ordering of office supplies. Please be aware that Logistics Management now stocks and supplies a standard list of about 300 commonly used office supplies items. All departments must purchase
these standard items through the warehouse on-line ordering system (Macola). If any of the standard items are inadvertently requisitioned through the Purchasing Department, they will be transferred to Logistics Management. Copies of the new Warehouse Catalog are available from Logistics Management (x-1953). You can also place an order for the new catalog through the Web Ordering System; item # 50000.

Paper requisitions may only be used when several different departments are
funding a single procurement for material, equipment, or services or the Capital Equipment procedure must be followed.

New Vendors: If a new vendor needs to be created, please enter the following information on screen 251-PR TEXT: Vendor Name, Street Address, State, Zip, Phone, Fax, and Federal Employer Identification Number (FEIN).

If a requisition has been transferred to a Purchase Order, the PO number is referenced on screen 250 the field called "Ref. No.:PXXXXXX". More
information about the PO may be obtained by entering the PO number on the following screens: 220, 221, 224, and 228.

Purchase Order Receiving information can be found on screen 239.

Purchase Order Invoicing information can be found on screen 248 and 249.

Purchase Order summary information is found on screen 284. Buyer, Order, Check, Invoice, and Receiving information may be obtained by entering the PO number.

All information that supports a requisition/procurement must be faxed (x2508) to
the Purchasing Department referencing the particular FRS requisition number. Examples include: quotations, catalog cuts, etc.,. This information is cross-referenced and attached to the requisition during daily work assignments.

If your staff requires retraining on using FRS, the Purchasing Department will schedule training sessions on Friday afternoons upon request. Please contact
x2408 to make arrangement for retraining.

If you have any questions, please contact Rob Murphy at x2408.

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INVENTORY CONTROL:

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Toner and Printer Cartridge Return Program

As of May 1, 2002, Logistics Management will collect all used Toner and Printer Cartridges. All empty Cartridges must be placed in their original packaging, for
shipping purposes. Loose cartridges are not accepted, so please make every effort to save the original packaging. Containers have been set up at the West Dock, Central Warehouse, and the Dowling South Materials Room for your convenience. Cartridges may also be given to any of our Materials and/or Mail distribution staff, providing they have sufficient room on their carts. If the distribution staff does have sufficient room on their cart, and you would like the items picked up, please e-mail TPCRP <mailto:%20groman@nso2.UCH.edu> .

If you have any questions, please contact Mike Stephens or Jack Ferraro.

Surplus Property Management
x1956

CAPITAL ASSETS:

.

MAIL:

U.S. Outbound/Inbound Mail

As you all know, we were experiencing problems with the U.S. Mail Service.
Some incoming, as well as outgoing U.S. Mail was taking longer than normal to reach its destination, anywhere from 10 -12 days. Quality Control Specialists
from the U.S. Postal staff, completed diagnostics on our envelopes. We have
not experienced any significant delays in the last few weeks, however we will continue to monitor the mail.

As you know, the Post Office is relying more and more on automation. What
that means for the user, is that the postal addressing requirements must be closely adhered to. We have seen hundreds of envelopes, handwritten and typed, not following postal requirements. If you are not sure of proper addressing formats, please refer to the UCH Mail Manual at <http://opa.UCH.edu/mail/ms_home.htm> . See Addressing Standards once at the site.

We have also noticed that more than 50% of U.S. inbound mail does not contain the Health Center Mail Code. Senders must include your department's Mail Code as part of the Zip+4 code, e.g., 06030-XXXX. Mail that arrives with out a Mail Code is held for look-up. This look-up process causes significant delays in the sorting and delivery process. Please inform all your customers, vendors, patients, and other contacts, to always include your department's Mail Code. Also, make sure that your department's Mail Code is clearly stated in the Return Address, on your Business Cards, Invoices, Purchase Requisitions, and any other outgoing documents. We would also suggest that you check the Health Center's Employee Directories (Telecommunication's Employee Directory and the IT Web Directory) to ensure that your proper Mail Code is listed. Please remember, failure to use the Mail Code System, will cause significant delays in receiving your mail.

If you have any questions, please contact Jeff Boyko at 679-1955 or Jack Ferraro at 679-1927.

   Stop Junk Mail! (Check Out This Site)

Holiday Mail

Please allow enough time for your mail to arrive at its destination. November - January are exceptionally heavy months for the Postal
Service and the Mailroom. So allow enough time for delivery!!

U.S. Outbound/Inbound Mail

As most of you have read in previous Broadcast Messages, Newsline
and on our Web Site, there is a problem with the flow of mail once in the U.S. postal system. Some incoming, as well as outgoing U.S. Mail is
taking longer than normal to reach its destination, anywhere from 10 –12 days or more.

One item that we were made aware of recently, was that the Post Offices are relying more and more on automation. What that means for the user,
is that the postal addressing requirements must be closely adhered to.
We have seen hundreds of envelopes, handwritten and typed, not
following postal requirements. If you are not sure of proper addressing formats, please refer to the UCH Mail Manual at http://opa.UCH.edu/mail/ms_home.htm for proper addressing procedures. See Addressing Standards once at the site.

CENTRAL WAREHOUSE:

Medical Warehouse Catalog:

The attached IV product has been converted from "Case" to "EA".
PAR conversions will be handled by Logistics Management. If you
are ordering the item via the On-Line Ordering System, please note change to unit of measure.

If you have any questions, please contact Jack Ferraro.

Web Ordering System

Search Description1                     Description2
900533        IRRIGATION SOL SOD.CHL 3000C     4 EACH/CASE

Category #   Category     UOM       Sub Code
580                          Parenteral              EA                 3173

The following items have been added to our Office Supply Catalog and can be ordered on-line through the Central Warehouse.

    TONER, C4092A, HP 1100/1100A -   Stock # 50780
    TONER, C4129X, HP 5000                                 50781
    CDs, RECORD ABLE                                         30100
    ZIP DRIVE, DOS                                                 30101
    ZIP DRIVE, MAC                                               30102

To enhance our service, a new Courier Request Line has been added. Please call
679-1953 to schedule any stat or regular courier requests.

Central Warehouse Services:

For those departments using paper requisitions for ordering copy paper, you can now order the paper on-line using our Web Ordering system. Just complete the attached form and Fax it back to 679-1993.   Authorization Form:
Copy Paper is delivered on Tuesday & Thursday (twice per week).
Please remember this when placing your orders.

For questions regarding Central Warehouse Orders, please contact Andrea Lombardo at 679-1334 or Don Carr at 679-1965.

CENTRAL DISTRIBUTION:
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Holiday Schedule

Since the UCH Mail & Shipping Center follows the same schedule as the U.S. Post Office, normal distribution services during National Holidays will be effected, as the flow of incoming mail from the Post Office will be substantially reduced.
As always, normal distribution of mail to the main building will also be suspended
on those Holidays. The Mail Center will be open should you need assistance or need to pick-up your department's mail. Perishable items, health care products, special and priority parcels from the Warehouse and Central Distribution will be delivered as always. There will be no mail or distribution services during major holidays (e.g. Fourth of July, Christmas, Thanksgiving , Labor Day and Memorial Day).

Please make sure that all destination labeling is accurate.    Your Department
Name, Your Name, Telephone Number, Building/Floor/Room Number, and
Mail Code are Essential.

SURPLUS PROPERTY:

Check out the Surplus Property site at http://opa.UCH.edu/prs.htm. Up-to-date listings of current surplus property available to Health Center departments, State Agencies, Municipalities and the General Public. You can also make a request
for surplus property once on-line. Check-it-out!!

RECEIVING:

Help avoid delivery mishaps, follow these important
directions!!

Please make sure that you list your Ship-To address correctly when placing your Purchase Order!! Your Department Name, Your Name, Telephone Number, Building/Floor/Room
Number, and Mail Code are Essential.   When ordering
critical items, make sure the vendor knows to include this information before shipping. 99% of missed Delivered or
Loss Packages are a result of deficient Ship-To information.

If you have any questions, please feel free to contact Jack Ferraro,
at 679-1927 or via e-mail.