Attachment 6: LRS Job Action Sheets
The following are included as part of Attachment 6:
· LRS ICS
· JAS – LRS Manager
· JAS – Pick Unit Manager
· JAS – Pick Unit Technician
· JAS – Quality Control Unit Manager
· JAS - Quality Control Technician
· JAS – Safety Manager
· JAS – Security Manager
· JAS – Security Technician
· JAS – Shipping-Receiving Unit Manager
· JAS – Shipping – Receiving Technician
· JAS – Transportation Unit Technician
· JAS - Communications/IT Unit Manager
LRS ICS Chart
17
Local Receiving Site (LRS)
Job Action Sheet: Communications/IT Unit Manager
Position assigned to:
You report to: LRS Manager
Equipment/Supplies:
PPE: As instructed
Area: ______
Mission: Organize and coordinate internal and external communication systems.
Qualifications: Significant IT/Communications experience
Training:
Initial Actions on Arrival
/ Initial when completeRead this entire Job Action Sheet and review organizational chart
Report to your Area and Task Force Leader
/ Initial when completeEstablish directory of significant contact phone/fax/cell/pager numbers
Establish /Manage/Update a message system
Issue communications equipment as needed
Maintain a Unit Log of issued/returned equipment
Meet with LRS Manager to receive briefing and develop action plan; deliver preliminary report on the communication status of the facility
Assess current status of internal and external telephone system and report to LRS Manager
Assure activation of computer system in all section areas
Test alternate communication system
Ongoing Tasks
Receive and hold all documentation related to internal facility communicationsReport communication problems to LRS Manager
Maintain functional communication at all times both internal and external
Activate alternate communication system during failure of land lines
Ensure equipment is in working order
End of Shift / Initial when complete
Ensure all checked out equipment is returned
Prepare end of shift report
If relieved, fully brief your replacement before you end your shift
Sign-out/Check out
Local Receiving Site (LRS)
Job Action Sheet: Inventory Control Technician
Position assigned to:
You report to: Inventory Control Unit Manager
Equipment/Supplies:
PPE: As instructed
Area: ______
Mission: To operate inventory system for distribution of SNS materials. To control inventory to assure efficient and accurate distribution of SNS medications and supplies.
Qualifications: Trained on inventory system
Training:
Initial Actions on Arrival
/ Initial when completeRead entire Job Action Sheet
Report to your Area and Inventory Control Unit Manager
/ Initial when completeReceive briefing from Inventory Control Unit Manager
Familiarize self with core data elements and redundant inventory systems methodologies
Load receipt data into database
Create 4 part pick lists, keeping on copy and sending 3 to pick team. Pick list should include, at a minimum:
■ Shipping address and point of contact, with telephone number
■ Quantity field, for recording number of pallets
■ Description of medical supplies
■ Comment that the LRS should be notified by delivery point upon receipt of delivery
Notify Picking Unit when pick lists are ready
Ongoing Tasks
Maintain documentation for all actions and decisions on a continual basisEnd of Shift / Initial when complete
If relieved, fully brief your replacement before you end your shift
Sign-Out/Check Out
Local Receiving Site (LRS)
Job Action Sheet: Inventory Control Unit Manager
Position assigned to:
You report to: LRS Manager
Equipment/Supplies:
PPE: As instructed
Area: ______
Mission: Organize and direct the control of inventory to assure efficient and accurate distribution of SNS medications and supplies.
Qualifications: Should have leadership background and strong organizational skills. Experience on inventory system
Training:
Initial Actions on Arrival
/ Initial when completeRead this entire Job Action Sheet and review organizational chart
Meet with staff assigned to inventory to:
■ Review forms and distribute supplies
■ Review process of inventory control
■ Review chain of custody of push package content
Report to your Area and LRS Manager
/ Initial when completeOngoing Tasks
Provide routine briefings to LRS ManagerSupervise checking of stock level and ordering/requesting
Supervise tracking of inventory as it is received/shipped
Maintain proper temperature and security of SNS materials
Document all actions and decisions
Establish communication with the inventory data entry coordinator to:
■ verify distribution of items to designated facility
■ verify remaining inventory of specific items in data base
■ assure notification to LRS Manager of depleted inventory
End of Shift / Initial when complete
Prepare end of shift report
If relieved, fully brief your replacement before you end your shift
Sign-Out/Check out
Local Receiving Site (LRS)
Job Action Sheet: LRS Manager
Position assigned to:
You report to: Local SNS Coordinator
Equipment/Supplies:
PPE: As instructed
Area: ______
Mission: Organize and direct aspects of the LRS Site management. Carry out directives of the SNS Coordinator. Support the Incident Action Plan.
Qualifications: Should have leadership background and strong organizational skills
Training:
Initial Actions on Arrival
/ Initial when completeInitiate call list of staff assigned to LRS
Collect LRS “Management Kit” from XXXX.
Review this entire Job Action Sheet
Conduct site walk thru and document any problems found
Conduct a status/action plan meeting of all Managers to begin within 10 minutes of arrival at LRS.
Assure land lines are functioning through Communications/IT
Report to your Area and Task Force Leader
/ Initial when completeSend hourly report to SNS Coordinator regarding activities of LRS site
Ongoing Tasks
Observe staff for signs of stress, encourage rest periods and reliefAuthorize resources as needed or requested by Unit Managers
Conduct routine briefings with Managers to receive status reports and update the Action Plan
Consult with Section Chief on needs for staff and volunteer responder food and shelter
End of Shift / Initial when complete
Prepare end of shift report
If relieved, fully brief your replacement before you end your shift
Sign-Out/Check Out
Local Receiving Site (LRS)
Job Action Sheet: Pick Unit Manager
Position assigned to:
You report to: Inventory Control Unit Manager
Equipment/Supplies:
PPE: As instructed
Area: ______
Mission: Provide overall supervision of staff responsible for filling orders for distributions for PODs, treatment centers, etc.
Qualifications: Should have leadership background and strong organizational skills
Training:
Initial Actions on Arrival
/ Initial when completeRead this entire Job Action Sheet and review organizational chart
Report to your Area and Task Force Leader
/ Initial when completeBrief pick staff on procedures for obtaining additional supplies, security problems, inventory issues.
Supervise storage of SNS Inventory
Ongoing Tasks
Obtain product pick list for delivery points from Inventory ControlDetermine picking order based on which location must have their product shipped first
Hand over pick lists to pickers
Assure pallets are loaded no more than 4-feet high
Assist pickers as needed
Supervise completion and copying of pick tickets for drivers
Correct any problems/issues that arise
Conduct staff debriefing
Ensure documentation is maintained for LRS inventory control activities
Document all activities and decisions
End of Shift / Initial when complete
Prepare end of shift report
Sign-Out/Check Out
If relieved, fully brief your replacement before you end your shift
Local Receiving Site (LRS)
Job Action Sheet: Picking Unit - Technician
Position assigned to:
You report to: Picking Unit Manager
Equipment/Supplies:
PPE: As instructed
Area: ______
Mission: Pick materiel for distribution to delivery points.
Qualifications: No special qualifications needed
Training:
Initial Actions on Arrival
/ Initial when completeReceive briefing from Picking Unit Manager
Obtain and become familiar with all equipment necessary to fulfill your mission
Obtain pick list from Picking Unit Lead
Go to the location indicated on the pick list
If you are sent to an unopened container, break the seals with a quick snap or scissors/knife
Pull the locking bars toward the center of the container. Use the strap to lift up and out from the bottom
Remove the packing list and container layout from the front pocket and place them in the container
Slide the container door to lean on the right side of the container
Report to your Area and Pick Unit Manager
/ Initial when completeOngoing Tasks
Select the required productThe pick list will provide you with the item number and description of the product
If you don’t see the product immediately, refer to the container layout to find where it is located
Check each carton to ensure you pick the right item (many look alike) and to see the lot number
Record the lots and expiration dates of the product selected
Tell the person picking the product needed and the quantity
Annotate the lot number and expiration date for every product selected on the pick sheet
When all pallets are picked for the order, label each pallet with its destination and assign a number (1 of 1, 1of 3, 2 of 3).
Verify that everything on the pick list is on a pallet for the order
Stack pallet with largest/heaviest cases on base and work up. Restack, as needed.
Do not let product hang over the edge of the pallet and do not stack more than 4-feet high.
Transport completed pallet to Quality Control
Leave pick list with Quality Control
Let quality assurance know that the order is complete
End of Shift / Initial when complete
Sign-Out/Check Out
If relieved, fully brief your replacement before you end your shift
Local Receiving Site (LRS)
Job Action Sheet: Quality Control Technician
Position assigned to:
You report to: Quality Control Unit Manager
Equipment/Supplies:
PPE: As instructed
Area: ______
Mission: Ensure SNS product picked and staged for shipping is accurate and in good condition.
Qualifications: No special qualifications needed
Training:
Initial Actions on Arrival
/ Initial when completeReceive briefing by Team Leader
Review job action sheet
Obtain all required supplies for execution of duties
Review documents on QA/QC procedures
Review procedures for reporting and resolving discrepancies noted during execution of QA/QC duties
Report to your Area and Quality Control Unit Manager
/ Initial when completeOngoing Tasks
Ensure that all pallets are validated for each order:The pick list is with the pallet(s)
Quantities are correct; if not, work with Picking Unit Lead to correct
Ensure that cases are in good condition and are properly stacked
Pallet labeling is correct
Sign the pick list, keeping the QA/QC copy
Document number of boxes/cases/pallets of product to be shipped on BOL
Wrap the cases on the pallet with stretch film
Notify Transportation Unit that order is ready for shipping
Maintain documentations for all actions and decisions on a continual basis
End of Shift / Initial when complete
If relieved, fully brief your replacement before you end your shift
Sign-Out/Check Out
Local Receiving Site (LRS)
Job Action Sheet: Quality Control Unit Manager
Position assigned to:
You report to: LRS Manager
Equipment/Supplies:
PPE: As instructed
Area: ______
Mission: Provide overall supervision and control over Quality Control issues.
Qualifications: Should have leadership background, and strong organizational skills
Training:
Initial Actions on Arrival
/ Initial when completeRead this entire Job Action Sheet and review organizational chart
Obtain all required supplies for execution of duties
Review documents on QA/QC procedures
Review procedures for reporting and resolving discrepancies noted during execution of QA/QC duties
Report to your Area and Task Force Leader
/ Initial when completeOngoing Tasks
Ensure that all pallets are validated for each order:■ Correct quantity
■ Cases are in good condition and properly stacked
■ Pallet labeling is correct (pallet numbers and destination)
Correct any discrepancies on the pick list, if needed
Sign the pick list as being inspected by quality assurance
Wrap the cases to the pallet with stretch film, tight enough to avoid shifting during transit.
Brief staff on procedures for obtaining additional supplies, security problems, inventory issues, etc.
Supervise checking of inventory
Supervise monitoring of picking/storing and shipping/receiving process
Correct any problems or issues that arise
Maintain documentations for all actions and decisions on a continual basis
Provide original pick list to Inventory Control
End of Shift / Initial when complete
Prepare end of shift report
If relieved, fully brief your replacement before you end your shift
Sign-Out/Check Out
Local Receiving Site (LRS)
Job Action Sheet: Safety Manager
Position assigned to:
You report to: LRS Manager
Equipment/Supplies:
PPE: As instructed
Area: ______
Mission: Monitor incident operations to develop protective measures for personnel safety.
Qualifications: Should have leadership background and strong organizational skills
Training:
Initial Actions on Arrival
/ Initial when completeRead this entire Job Action Sheet and review organizational chart
Report to your Area and LRS Manager
/ Initial when completeDetermine overall site safety policy with LRS Manager
Identify and make known safety issues
Ongoing Tasks
Participate in meetings and briefings to ensure safety is considered in LRS operationsMonitor LRS operations for safety concerns
Notify LRS Manager of safety issues
Notify staff of safety concerns
Document all actions and decisions
Observe all staff and volunteers for signs of stress; provide adequate rest
Recommend staff resources needed to LRS Manager
Post security as needed (through Security)
End of Shift / Initial when complete
Prepare end of shift report
If relieved, fully brief your replacement before you end your shift
Sign-out/Check out
Local Receiving Site (LRS)
Job Action Sheet: Security Manager/Coordinator
Position assigned to:
You report to: LRS Manager
Equipment/Supplies:
PPE: As instructed
Area: ______
Mission: Supervise and control security operations for the LRS and transportation vehicles.
Qualifications: Should have leadership background, previous experience in security/law enforcement and strong organizational skills.
Training:
Initial Actions on Arrival
/ Initial when completeRead this entire Job Action sheet and review organizational chart
Review Incident Action Plan (IAP) for the LRS
Report to your Area and Task Force Leader
/ Initial when completeReview exterior building security, access, exits, parking and take action as needed
Determine staffing needs and request staff as needed
Develop onsite staff assignments and work schedules
Provide input to LRS Manager on IAP
Establish access protocols- identification, etc.
Prevent and remove unauthorized persons from restricted areas.
Brief all security staff
Ongoing Tasks