logistics overview logistics group - spl division

Logistics OverviewLogistics Overview

Logistics Group - SPL DivisionLogistics Group - SPL Division

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SummarySummary

Why such a presentation?Why such a presentation? SPL-LS Group OrganigrammeSPL-LS Group Organigramme ShippingShipping StoresStores Open discussionOpen discussion

Logistics Group - SPL Division - Logistics Overview

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Why such a presentation?Why such a presentation?

Many things have changed in the Stores and Many things have changed in the Stores and ShippingShipping (to inform CERN Users)(to inform CERN Users),,

CERN faces a transition periodCERN faces a transition period (after LEP (after LEP

dismantling and before LHC exploitation)dismantling and before LHC exploitation),, Adequate Logistics services with CERN Users’ Adequate Logistics services with CERN Users’

needs,needs, Collect CERN Users’ feed back and Collect CERN Users’ feed back and

suggestions,suggestions, Improve the communication and collaboration Improve the communication and collaboration

with CERN Users.with CERN Users.


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SPL-LS OrganigrammeSPL-LS Organigramme

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S ec tion L ead erP rod u c t M an ag em en t

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S ec tion L ead erI.M ard iross ian

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G ro u p L e a de rM .T iira ka ri


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SHIPPINGSHIPPING - - Main TasksMain Tasks

Shipping Management of all external movements of material, world-

wide, which are for the account of the Organization, or on the request of collaborating research institutes.

The study of the most suitable and cost-effective means of shipping (Sea, Land, Air) materials and goods both to and from CERN, and from one contractor to another for the LHC project.

The application of all customs, transit and licensing procedures, in particular in France and Switzerland.

Shipments of Dangerous Goods according to International rules and regulations, with the support of TIS/RP Group


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SHIPPINGSHIPPING - - Main TasksMain Tasks

Co-ordination of the LEP dismantling, with packing, securing, loading of the material, and ordering the transport units according to established schedules

Preparing and Issuing of documents and papers (transport order, export declaration, proforma invoice)

Receiving and DistributionReceiving and Distribution Reception, identification and quantitative control of all

goods delivered to CERN Internal distribution of all goods as well as the collection

and packing of goods for shipment from CERN Starting of all initial damage reporting procedure, if

needed.


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SHIPPINGSHIPPING - - Section OrganisationSection Organisation

15 Persons8 CERN Staff members7 outsourced persons

The Services;Export, Import, Customs,Distribution, Goods Reception Meyrin (CH),

Goods Reception Prévessin (F)


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SHIPPINGSHIPPING - - Section OrganisationSection Organisation

Section Leader:Section Leader: Tom WEGELIUSTom WEGELIUS 7994779947 Customs and Customs and price price

inquiries :inquiries : Gérald FRICKGérald FRICK 7331273312 Import Meyrin:Import Meyrin: Birgit REHTMEYERBirgit REHTMEYER 7370173701 Import Prévessin: Import Prévessin: Monique VIBERTMonique VIBERT 7443274432 Export Meyrin:Export Meyrin: Brigitte BENOIT-JEANNIN Brigitte BENOIT-JEANNIN

7598975989 Export Prévessin: Export Prévessin: Alistair LANZAlistair LANZ 7368673686 Reception Meyrin: Reception Meyrin: Patrick DHOTEPatrick DHOTE 7469174691 Reception Prevessin: Reception Prevessin: Norbert CAILLETNorbert CAILLET 7565775657


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SHIPPINGSHIPPING - - A Few FiguresA Few Figures

From small parcels to oversized heavy special transports Received 35.037 deliveries during the year 2000, from which

5.977 through Customs formalities (5.665 AM + 312 AP) 7.270 Shipments from CERN in year 2000 (EM+EP) Strong increase of treated requests during the current year

2001 compared to the same period in previous year 2000; Jan.-Aug. 2001, an increase of 75% for Shipments from CERN

Meyrin (EM), same level as in previous year 2000 for CERN Prévessin (EP)

Jan.-Aug. 2001, an increase of 60% for deliveries received to CERN Meyrin (AM) and 27% for CERN Prévessin (AP)


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SHIPPINGSHIPPING - - New ActivitiesNew Activities

Various “triangular” transports carried out between several Contractors related to the LHC project; France, Germany, Italy, Spain, Japan, Russia, Pakistan, …

For the LEP dismantling (Recyclable Material) a total of 1.125 loads since February to end of August 2001

For the LEP dismantling (Donation), various transports carried out to the USA, India, China, Korea, Spain, Portugal, The Netherlands, United Kingdom, Italy,...


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SHIPPINGSHIPPING - - New ActivitiesNew Activities

Active contacts with the local Customs Offices in Prévessin (F) and Meyrin (CH) for negotiations on VAT exoneration and the respect of Customs rules and regulations.


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SHIPPINGSHIPPING - - AchievementsAchievements

The Cost Saving-oriented activities of the Shipping service have been carried out successfully and have enabled several Divisions to realise important savings;

The Advice given to the Purchasing Service and the CERN Users on various questions related to the VAT and Customs have enabled to avoid the payment of high taxes and duties.

Price studies and active negotiations with several International transport companies have brought competitive solutions and important cost savings.

A few examples; Magnets (LHC) Russia CHF 1’000’000, Tanks (LHC) Portugal CHF 485’000, Steel (LHC) Belgium CHF 127’000, Double pancake Coils (Atlas) Italy CHF 400’000, Coil-casings (Atlas) Germany CHF 210’000, Fourniture (SPL) Germany CHF 112’000, Cranes (LHC) Spain CHF 53’000, and more...


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SHIPPINGSHIPPING - - EvolutionEvolutionEDH Shipping RequestsEDH Shipping Requests

In 1995, 34% of the Shipping Requests were done through the new EDH system, which improved the administrative procedures

From a total of 6500 Shipping Requests in the year 2000, still only 56 % (3.640) electronic requests through EDH, and 44 % (2.860) manual requests on paper. All information handled twice; once by the user, once by the Shipping Service


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SHIPPINGSHIPPING Main Rules/Procedures - REMINDERMain Rules/Procedures - REMINDER

As published in the weekly Bulletin 36-37/2001, Users are informed that as from 01.09. all Shipping Requests must be made on EDH using the appropriate form.

The submission of user requests directly into EDH will help rationalise the activities of the Shipping Service, with requests being automatically forwarded to hierarchical supervisor thereby improving the processing speed and facilitating the follow-up.

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SHIPPINGSHIPPING - - Daily RoutinesDaily Routines

Once the Shipping Request on EDH is approved by the supervisor, the request passes instantaneously to SPL-LS

The new Shipping Requests are listed five times during the day; at 07.30 - 10.30 - 13.30 - 14.30 - 16.30

The information on the Shipping Requests is controlled and identified according to CERN Site of departure (EP/EM), instructions for Pick-Up are forwarded to the Reception.

Eventual Price studies are launched, Insurance if needed Loading plans are made and special requirements analysed Four Pick-Up -rounds during the day;

07.30 - 10.30 - 13.00 - 16.00 The goods are packed, measures and weight controlled Order and instructions sent to Transport company


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SHIPPINGSHIPPING - - ProcessProcess

1 Shipping Request1 Shipping Request

9 Packing & Measures20 Prepare for Shipment Insurance needs

9 Packing & Measures20 Prepare for Shipment Insurance needs

37 Issuing of documents, Order and Instructions to Transport Company

37 Issuing of documents, Order and Instructions to Transport Company

97 Received by Consignee97 Received by Consignee

Information to UserInformation to User

Information, details, Transport Needs, Price StudiesInformation, details, Transport Needs, Price Studies

85 Main Transport85 Main Transport

89 Delivery to Consignee 89 Delivery to Consignee

Tracing InformationTracing Information

5 Internal Pick-Up5 Internal Pick-Up

Information to Consignee Information to Consignee

Loading on Transport UnitLoading on Transport Unit


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SHIPPINGSHIPPING - - ContactsContacts

Questions related to VAT Questions related to VAT (Value Added Tax)(Value Added Tax) in France + in France + EU;EU; Monique Vibert, Gérald Frick, Tom WegeliusMonique Vibert, Gérald Frick, Tom Wegelius

Questions related to VAT in Switzerland;Questions related to VAT in Switzerland; Birgit Rehtmeyer, Gérald Frick, Tom WegeliusBirgit Rehtmeyer, Gérald Frick, Tom Wegelius

Questions related to Shipment of “Strategic Material”;Questions related to Shipment of “Strategic Material”;Gérald FrickGérald Frick

Questions related to Shipping Requests;Questions related to Shipping Requests;Brigitte Benoit-Jeannin, Alistair Lanz Brigitte Benoit-Jeannin, Alistair Lanz for Exportfor ExportBirgit Rehtmeyer, Monique Vibert Birgit Rehtmeyer, Monique Vibert for Importfor Import

Questions related to Dangerous Goods, Questions related to Dangerous Goods, including radioactive material;including radioactive material;Guy Roubaud, Jacques Wolf (Guy Roubaud, Jacques Wolf (TIS/RPTIS/RP - phone 73171) - phone 73171)


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STORES - STORES - A Few FiguresA Few Figures

350 contracts,350 contracts, 20.000 items,20.000 items, 9 MCHF stock,9 MCHF stock, 20 MCHF turnover,20 MCHF turnover, Nearly 1.000 direct deliveries in 2000, already Nearly 1.000 direct deliveries in 2000, already

740 during the first semester 2001,740 during the first semester 2001, 90.000 orders in 2000, 90.000 orders in 2000, 2,5 lines per order in average,2,5 lines per order in average, 160.000 deliveries since the beginning of 2001.160.000 deliveries since the beginning of 2001.


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STORES - STORES - General ContextGeneral Context

Constraint:Constraint:

Rationalisation of the Stores Rationalisation of the Stores activities activities taking into account taking into account budgetary restrictions budgetary restrictions and the and the increase of operating costs:increase of operating costs:

Optimise the Industrial Services supportOptimise the Industrial Services support and and costs costs (increase of 28% of the operating costs in 2001 (increase of 28% of the operating costs in 2001

versus 2000)versus 2000),,

Concerning more specifically the Selfs: Concerning more specifically the Selfs: * optimise the number of deliveries from the * optimise the number of deliveries from the

Central Central Store to the Selfs,Store to the Selfs,


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STORES - STORES - General ContextGeneral Context

* avoid resources dedicated to the reconditioning of * avoid resources dedicated to the reconditioning of items items (at least three hours per day estimated to (at least three hours per day estimated to

50 50 0000 CHF/year)0000 CHF/year),, avoid inventory problems avoid inventory problems (information (information system problems)system problems),,

* decrease the cost of 100 000 CHF/year only for the * decrease the cost of 100 000 CHF/year only for the resources dedicated to the management of both resources dedicated to the management of both

Selfs.Selfs. Objective:Objective:

Increase Stores activities informing Increase Stores activities informing CERN CERN Users and improving the Users and improving the services offered.services offered.


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STORES - STORES - Evolution/ImprovementEvolution/Improvement

Cleaning of all SCEM Cleaning of all SCEM (increase the stock turnover, (increase the stock turnover, decrease the stock value and standardise new products decrease the stock value and standardise new products adequate with CERN’s needs)adequate with CERN’s needs),,

Get virtual stocks for some ranges of products Get virtual stocks for some ranges of products (optimise resources, improve the level of service)(optimise resources, improve the level of service),,

Improve Stores’ catalogue Improve Stores’ catalogue (complete the English (complete the English version, add photos and links to manufacturers ’ web version, add photos and links to manufacturers ’ web pages, give more information concerning the pages, give more information concerning the procedures to be followed i.e furniture)procedures to be followed i.e furniture),,


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Increase the number of pickings Increase the number of pickings (to decrease the (to decrease the

cycle- time to treat a request)cycle- time to treat a request),, Increase the technical support requested by Increase the technical support requested by

Users to the Product Managers Users to the Product Managers (less resources but (less resources but

more work to be done)more work to be done),, Develop the electronic business Develop the electronic business (electronic (electronic

components, gas)components, gas),, Promote a new type of business through direct Promote a new type of business through direct

deliveries deliveries (bigger amounts, specific projects using (bigger amounts, specific projects using

Stores experience and technical competencies) Stores experience and technical competencies) ,,


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Create new technical working groups Create new technical working groups (i.e one for (i.e one for cryogenics items and a second for vacuum items),cryogenics items and a second for vacuum items),

New Web page about Logistics procedures and New Web page about Logistics procedures and general information general information (starting from October 2001)(starting from October 2001)..


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Objective Objective

INFORM USERS THAT ANY REQUEST CAN BE INFORM USERS THAT ANY REQUEST CAN BE SERVED, EVEN FOR ITEMS NOT PROPOSED IN THE SERVED, EVEN FOR ITEMS NOT PROPOSED IN THE CATALOGUE, IN FIELDS WHERE SPL-LS HAS CATALOGUE, IN FIELDS WHERE SPL-LS HAS SPECIFIC TECHNICAL EXPERIENCE AND SPECIFIC TECHNICAL EXPERIENCE AND KNOWLEDGE, IMPROVE STORES ECONOMICAL KNOWLEDGE, IMPROVE STORES ECONOMICAL EFFICIENCY AND LEVEL OF SERVICE.EFFICIENCY AND LEVEL OF SERVICE.


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STORES - STORES - New SectorsNew Sectors

New sectors:New sectors: Mobile phones Mobile phones (management of the purchases and (management of the purchases and

sales of mobile phones through the Stores system in a sales of mobile phones through the Stores system in a dedicated store)dedicated store),,

PCs, printers and consumables PCs, printers and consumables (management of (management of the purchases and sales of PCs and printers through the the purchases and sales of PCs and printers through the Stores system in a dedicated store and nearly 100 other Stores system in a dedicated store and nearly 100 other items standardised in the Central Store)items standardised in the Central Store)..


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STORES - STORES - Technical ContactsTechnical Contacts

Four products managers can be contacted for Four products managers can be contacted for any question or help you may need:any question or help you may need:

Informatics, security items, furniture, stationary, Informatics, security items, furniture, stationary, cleaning and conditioning items:cleaning and conditioning items:

Yohann Groz Tel 71938 Fax 79535 Yohann Groz Tel 71938 Fax 79535

[email protected]@cern.ch Cables, electronics, chips, integrated circuits, Cables, electronics, chips, integrated circuits,

connectors, resistors, capacitors:connectors, resistors, capacitors:

Jean-Pierre Lyonne Tel 72645 Fax 79535Jean-Pierre Lyonne Tel 72645 Fax 79535

[email protected]@cern.ch


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Raw materials, plastics, wood:Raw materials, plastics, wood:

Christian Saint-Jal Tel 75990 Fax 79535Christian Saint-Jal Tel 75990 Fax 79535

[email protected]@cern.ch Electrical items, tooling, ironmonger, screw:Electrical items, tooling, ironmonger, screw:

Roger Colmagne Tel 72492 Fax 79535Roger Colmagne Tel 72492 Fax 79535

[email protected]@cern.ch Vacuum, oils, chemical products, cooling and Vacuum, oils, chemical products, cooling and

ventilation, paintings:ventilation, paintings:

Jerome Poyaud Tel 73683 Fax 79535Jerome Poyaud Tel 73683 Fax 79535



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Gases management (Air Liquide contract):Gases management (Air Liquide contract):

Pascal Droux Tel 72265 Fax 79535Pascal Droux Tel 72265 Fax 79535

[email protected]@cern.ch For any specific technical question the Head of For any specific technical question the Head of

the Technical Section:the Technical Section:

Jean-Pierre Lyonne Tel 72645 Fax 79535Jean-Pierre Lyonne Tel 72645 Fax 79535

[email protected]@cern.ch For any matter concerning Stores operations, For any matter concerning Stores operations,

emergency desk and raw material Store:emergency desk and raw material Store:

Jean-Claude Greggio Tel 74039 Fax 79535Jean-Claude Greggio Tel 74039 Fax 79535



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STORES - STORES - Electronic BusinessElectronic Business

Gases management Gases management (through the Air Liquide (through the Air Liquide contract all gases and gas mixtures requests are contract all gases and gas mixtures requests are managed via EDI. The distribution of liquid nitrogen in managed via EDI. The distribution of liquid nitrogen in small quantities has been added one year ago and in small quantities has been added one year ago and in the next future the distribution of argon could be also the next future the distribution of argon could be also included in the contract)included in the contract),,

Electronic components and perhaps in the Electronic components and perhaps in the future other productsfuture other products (include other catalogues in (include other catalogues in the Stores one, in order to increase the number of items the Stores one, in order to increase the number of items offered in the Stores catalogue, facilitate the purchase offered in the Stores catalogue, facilitate the purchase of these items, supply instantaneously the technical of these items, supply instantaneously the technical information and offer a 24 hours delivery time)information and offer a 24 hours delivery time)..


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STORES - STORES - LACLAC

LAC is the Logistics Advisory Committee created LAC is the Logistics Advisory Committee created by the Director of the Administration Mr H.Weber by the Director of the Administration Mr H.Weber at that timeat that time (1993)(1993),,

H.Weber stated H.Weber stated “It is generally felt that a forum is “It is generally felt that a forum is required in which the user Divisions can make their views required in which the user Divisions can make their views and needs known to the Logistics Group, and which allows and needs known to the Logistics Group, and which allows them to participate actively in the setting of policy in those them to participate actively in the setting of policy in those areas which concern them most e.g. standardisation, areas which concern them most e.g. standardisation, project planning, inbound and outbound logistics”project planning, inbound and outbound logistics”, J. Van , J. Van der Boon confirmed this position,der Boon confirmed this position,

This Committee has 6 meetings per year and This Committee has 6 meetings per year and each Division is represented.each Division is represented.


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Any feed-back or suggestion can be forwarded Any feed-back or suggestion can be forwarded to the LAC through the representative of your to the LAC through the representative of your Division or specific matters can be discussed Division or specific matters can be discussed directly with the people concerned during a directly with the people concerned during a LAC session,LAC session,

Technical Groups are settled to review the Technical Groups are settled to review the existing articles and add new ones to be existing articles and add new ones to be standardised depending on CERN standardised depending on CERN requirements requirements (a new group for the cryogenics has (a new group for the cryogenics has just been organised, a new one should be created for just been organised, a new one should be created for vacuum equipments)vacuum equipments). .


STORES - STORES - LAC and Technical LAC and Technical GroupsGroups

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STORES - STORES - LAC and CERN LAC and CERN Classification StandardClassification Standard

The objective is to establish a single coherent The objective is to establish a single coherent classification tree replacing:classification tree replacing:

Current SCEM classification used in the Stores, Current SCEM classification used in the Stores, Activity code classification used in Purchasing and Activity code classification used in Purchasing and

Finance, Finance, Inventory key word classification used in the CERN Inventory key word classification used in the CERN

inventory systems, inventory systems, Open to support other classification of material, Open to support other classification of material,

activities, people, and supporting documents activities, people, and supporting documents (drawings/specifications) used at CERN(drawings/specifications) used at CERN,,


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A systematic classification and coding of all A systematic classification and coding of all goods and services acquired by CERN should goods and services acquired by CERN should lead to the following potential benefits:lead to the following potential benefits:

reduce the number of orders placed, with a realistic aim reduce the number of orders placed, with a realistic aim of decreasing the number of small orders by 5000 per of decreasing the number of small orders by 5000 per year out of a present number of 35’000,year out of a present number of 35’000,

reduce the time required to process an order, in reduce the time required to process an order, in particular by providing the users with a unified particular by providing the users with a unified purchasing document, purchasing document,

facilitate the introduction of more Virtual Stores,facilitate the introduction of more Virtual Stores, reduce unnecessary diversity of the equipment at CERN reduce unnecessary diversity of the equipment at CERN

and favour the use of Stores’ items,and favour the use of Stores’ items,


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reduce, in the long term, the number of suppliers by reduce, in the long term, the number of suppliers by negotiating global contracts,negotiating global contracts,

provide a direct link in due time to the Inventory system provide a direct link in due time to the Inventory system and a new possibility of putting up for internal sale no and a new possibility of putting up for internal sale no longer needed equipment, without any new procedure, longer needed equipment, without any new procedure,

refine the information presently obtained from the refine the information presently obtained from the activity codes,activity codes,

enables the introduction of the famous “unified enables the introduction of the famous “unified purchasing procedure”.purchasing procedure”.


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STORES - STORES - News - Self-ServicesNews - Self-Services

Starting from 1rst of July both Self-Services are Starting from 1rst of July both Self-Services are opened half-time,opened half-time,

Starting from 1rst January 2002 Prevessin will Starting from 1rst January 2002 Prevessin will be closed,be closed,

If all articles are available via EDH and a If all articles are available via EDH and a satisfactory access is given to CERN Users, satisfactory access is given to CERN Users, Meyrin will be closed too starting from Meyrin will be closed too starting from January 2002January 2002,,

These decisions have been approved by the These decisions have been approved by the Management Board. Management Board.


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STORES - STORES - News - Self - ReactionsNews - Self - Reactions

Hidden costs Hidden costs (SPL-LS will optimise its costs but it will (SPL-LS will optimise its costs but it will

be more expensive for Users)be more expensive for Users),, Extra work Extra work (it will request more time to get the parts)(it will request more time to get the parts),, Additional stocks in the offices Additional stocks in the offices (if we don’t find (if we don’t find

the parts we will have to get our own stocks)the parts we will have to get our own stocks),, Increase cycle time of requests Increase cycle time of requests (via EDH or the (via EDH or the

emergency desk it will be more time consuming)emergency desk it will be more time consuming),, All items not available in EDH All items not available in EDH (some of them can (some of them can

be bought only in the Self)be bought only in the Self),, No prior information was given to the Users.No prior information was given to the Users.


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STORES - STORES - News - Self - Action PlanNews - Self - Action Plan

Second emergency desk Second emergency desk (available starting from (available starting from September 2001, in Building 73, as the first one all September 2001, in Building 73, as the first one all ranges of products will be served)ranges of products will be served),,

Modify the packaging of items Modify the packaging of items (retendering is (retendering is under process to make items being available via EDH, under process to make items being available via EDH, results in September)results in September),,

Increase the number of pickings per day Increase the number of pickings per day (in (in

order to decrease the cycle time to treat a request)order to decrease the cycle time to treat a request),,


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STORES - STORES - News - Self - Action PlanNews - Self - Action Plan

Encourage people to use EDH Encourage people to use EDH In 58% of cases of Material Requests made on TEAM In 58% of cases of Material Requests made on TEAM

Codes, the requestor has sufficient signature rights and Codes, the requestor has sufficient signature rights and the request passes instantaneously to SPL-LS, the request passes instantaneously to SPL-LS,

in 92% of the cases of Material Request made on TEAM in 92% of the cases of Material Request made on TEAM Codes the appropriate signatory is found and signs in less Codes the appropriate signatory is found and signs in less than 24 hours which means delivery is next day, than 24 hours which means delivery is next day,

only 2% of Material Requests created on TEAM Codes go only 2% of Material Requests created on TEAM Codes go beyond three daysbeyond three days,,

Review the signature rights procedure within the Review the signature rights procedure within the Divisions Divisions (to verify that each User has enough signature (to verify that each User has enough signature

rights or his supervisor in EDH)rights or his supervisor in EDH)..


logistics overview logistics group - spl division

Documents

cern users

adequate logistics services

export meyrin

import meyrin

export prvessin

goods reception meyrin

import prvessin

distribution reception