Veterinary Services

National Veterinary Stockpile (NVS)

State Inventory Management File (IMF)

Training

U.S. Department of AgricultureAnimal and Plant Health Inspection Service

Veterinary ServicesSurveillance, Preparedness and Response Services

June 2015

AgendaThis training session provides detailed instructions on how to

• download the NVS Inventory Management File (IMF) and download the NVS Shipment File during an emergency,

• set up the warehouse (WH) in the IMF,• receive the initial NVS shipment and purchase orders,• manage inventory,• issue orders,• order additional items through purchase orders,• receive returned items,• generate IMF reports.

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Terminal Learning Objective

Demonstrate proficiency in the application of the

NVS State IMF for ordering, receiving, storing,

issuing, and returning NVS countermeasures.

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Key Terms

• Receipt Unit of Measure (RUM)• Issue Unit of Measure (IUM)• Issue Order• Pick Sheet• Packing Slip• Purchase Order

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NVS Inventory Management File (IMF)

• Purpose

– Track on-hand (OH) inventory and issued material.

– Manage ordering, receiving, storing, and issuing supplies and equipment.

– Provide something better than paper and pencil.

• The NVS State IMF is a Microsoft Office Access tool with the following

capabilities:

– Warehouse storage location management

– Source of supply and supported customer management

– Receipt processing

– Pick sheet and packing slip creation

– Inventory management

– Simplified frequently used reports.

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Incident Command System Structure and NVS State IMF Use

The NVS State IMF is designed to be used by the Ordering Manager (ORDM) in the Incident Command organization.

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Download the NVS Inventory Management File (IMF)

Download the NVS Shipment File During an Emergency

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Downloading the NVS State IMF

• NVS planners may download the NVS State IMF, and associated training materials and documents from the password-protected website on http://www.aphis.usda.gov/nvs.

• NVS State IMF requirements– Minimum: Windows Vista, Access 2010– Ability to download Microsoft Office Access Runtime Installer

• Without internet connectivity, a CD/flash drive must be used to transfer files.

– Printer• The IMF will run without a printer but no pick sheets, packing slips, reports, or

purchase orders will be printed.

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Downloading the NVS State IMF (cont.)

• NVS State IMF (Access database)• NVS State IMF Training Files

– NVS training presentation (this file)– NVS training shipment file

• Handouts– NVS State IMF Installer Read Me Guide– NVS State IMF Quick Reference Guide– NVS State IMF Item Management Guide– NVS State IMF Scenario Guide– NVS State IMF How To Create A Networked Solution Guide

• NVS State IMF Practical Exercise documents– NVS practical exercise– NVS practical exercise shipment file– Practical exercise key, including sample printouts and reports

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Using the NVS State IMF During an Emergency

• To manage NVS countermeasures during an emergency, you must first download the NVS State IMF. To prepare for an NVS deployment during an emergency response, you need to download the NVS State IMF, training, and other documents as described in the previous two slides, if you have not already.

• Second, obtain the NVS Shipment File. The NVS Deployment Management Team will e-mail the NVS Shipment File to the incident command point of contact (POC).– Incident command POC will forward the e-mail to the ORDM– ORDM will download the NVS Shipment File and load the information

into the IMF.

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Opening the NVS State IMF• Open the NVS State IMF on your local computer• Enter the password to open the NVS State IMF (“NVS”)• You may receive a message

• Select Open (The NVS State IMF requires certain macros to run resulting in the message displayed above). IMF-11

NVS State IMF Navigation• The IMF main menu screen has five

sections: Warehouse Setup, Purchase Orders, Issue Orders, Inventory Management, and Reports.

• Selecting a button will open another window containing the functions for that section.

• The functions are displayed as tabs and are meant to provide the user with a sequential action style browsing.

• Use the control box in the top right corner to close or minimize windows. Closing windows will not exit the IMF.

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NVS Shipment File

• One NVS Shipment File will be received for each request.

• The shipment file will reflect what was requested and approved, as well as

what was rejected.

• The other tabs contain the countermeasure information used to populate the

NVS State IMF, such as what is included within a push pack, module, or kit.

– Push pack, module, and kit makeup

– Item information

• The NVS Shipment File is password protected. The password is “NVS”

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Creating a Networked Solution• IMF is designed for a single user environment.• However, the IMF has the capability to be used in a multi-user

environment.– You must have an active connection to the network that contains the ‘back-

end’ database for the IMF to work. – The IMF can support many simultaneous users, but tool degradation may

exist.– The ‘back-end’ database is not secured via a password. Anyone with

access to the database may be able to edit it.

• Requirements– A computer with Access 2010 or later.– Windows XP SP3 or later.– Storage on a network that all IMF users have read and write access and

can connect to (at least 2 GB of free space).

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Creating a Networked Solution (cont.)

• Open the IMF– Select the Reports button.– Select the Network Solution button.– Select the Split Data button.– A wizard will display asking you to save

a ‘back-end’ database to a location. Select a location on your network/LAN that will be accessible to others using the IMF.

– After completing the split, close the IMF.– Send a copy of the ‘front-end’ IMF to

those who will use the networked IMF. The file you created has the properly linked tables.

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Creating a Networked Solution (cont.)

• If you find you are not able to connect to the data tables, the ‘front-end’ may not be properly linked to the ‘back-end’. To relink:– Select the Reports button.– Select the Network Solution

button.– Select the Relink Tables button.– Select the Select All button, the

Always Prompt For New Location checkbox and then select OK.

– The ‘front-end’ will now be properly linked to the ‘back-end’ data.

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Demonstration

• Download the IMF from the protected NVS website.

• Download the NVS Shipment File provided by the incident command POC and open it.

• Split the IMF database to enable a multi-user environment.

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Inventory Management Workflow

• Load initial NVS shipment information.• Establish warehouse setup information.

– Load storage locations into the IMF based on the warehouse layout from the Receiving and Distribution Manager (RCDM).

– Load local suppliers for non-NVS-supported items.

– Load planned supported customer destinations.

• Enter receipt quantities and tri-wall locations.

• Enter customer orders; generate pick sheets and packing slips.

• Monitor balances; correct discrepancies as necessary.

• Reorder as necessary.

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Step 1. Warehouse Setup

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IMF Main Screen

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Loading the Initial NVS Order

• Select Purchase Orders.• Upload the NVS Shipment File from your

computer to add the items that were shipped.

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Loading the Initial NVS Order (cont.)

• Select the Create Purchase Orders tab and then select the Add New Purchase Order Using NVS Shipment File.

• Browse to the NVS Shipment File in the popup window.• A message box will confirm the NVS order was loaded.

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Demonstration

• Download the NVS State IMF.• Download the NVS Shipment File.• Load the initial NVS Shipment File into the

IMF.

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IMF Workflow

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1

3

4

2

6

5

IMF Warehouse Setup

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1

Manage Warehouse Locations• Warehouse locations are where,

within the warehouse, you store your stock. The RCDM should provide you the locations.

• To enter or edit storage locations, select Warehouse Locations tab.

• Select Add New Warehouse Location.

• Enter the location in the warehouse location field.

• The IMF is preloaded with a Damaged Goods and Cold Storage warehouse storage location.

• Select the recycle button to delete a warehouse location. It can only be deleted if there is no stock in that location.

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Manage Destinations• Destinations are locations where

you will ship stock to.

• To enter or edit destinations, select the Destinations tab.

• Select Add New Destination.

• Fill in blanks for which you know the information. Be sure to complete the physical mailing address.

• This information is printed on the packing slips.

• Select the recycle bin to delete a destination. Destinations can only be deleted it they have no issue orders associated with it.

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Manage Suppliers• The ORDM will order stock

from suppliers.

• To enter or edit suppliers, select the Suppliers tab.

• Select Add New Supplier.

• Enter the supplier information in the bottom screen

• Suppliers may be deleted if there are no purchase orders associated with it.

• The IMF is preloaded with

the NVS supplier information.IMF-28

Demonstration• Add the following warehouse storage locations

– 1 through 11.

• Delete warehouse location 11.

• Response Site A is a new destination that will receive supplies.– Name: Response Site A – Address: 6789 Response Site Way– City/State: City X, ST– POC Name: Jane Doe– POC Number: 555-555-5555

• Add a new supplier.– Name: Supplies-R-Us– Address: 120 Supplier St– City/State: City X, ST– POC Name: John T. Supplier– POC Number: 444-444-4444

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Step 2. Purchase Orders (Receive Initial NVS Shipment)

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Purchase Orders (Receive Initial NVS Shipment)

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2

NVS Packing Slips

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Receive Shipment• Select Receive Purchase

Orders.

• Select a purchase order in the top section to see what items are in that purchase order.

• Two options to receive

– Quick Receive – every item has one line per number of items ordered.

– Standard Method – number of items received can be specified.

• For this example, select Quick Receive.

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Receive Shipment (cont.)• Enter the warehouse

location for the items received in the WH Location column.

• If there is a discrepancy within one of the items, click Discrepancy.

• After entering in information, click Receive Items to place the items into stock.

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Discrepancy• Under Qty Received, enter the correct quantity of

serviceable items received instead of what was anticipated.

• Add a description of the discrepancy.• Select Save and Close Form when finished.• For damaged items, maintain accountability and adjust

up at the Damaged Goods location.

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Discrepancy Report

• The Discrepancy Report illustrates which items were reported as having a discrepancy.

• The amount received and the original shipment amount (baseline amount), are also shown.

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Demonstration• Receive and place the items, in warehouse storage locations.

• Two packing slips contain discrepancies. Review the packing slip information contained on the next two slides.

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Item Warehouse Storage LocationModule 1 1

Module 1 2

Module 2 3

Module 2 4

Module 4 7

Module 4 8

Module 6 9

Module 7 5

Vaccine Cold Storage

Receiving – Demonstration (cont.)

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Receiving – Demonstration (cont.)

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Step 3. Inventory Management

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Inventory Management

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3

Item Management• Use this screen to

change an item’sdescriptive information such as the unit price.

• Add new items suchas locally obtained items.

• Click Add New Item, then enter the item information.– If you decide to cancel the

addition, select Cancel Changes in the bottom section.

• Click Add Items Using NVS Shipment File if you are adding only NVS Items from the Shipment File. – Note: This process is

automatically done if you imported the initial NVS order in the Purchase Order screen.

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Move Items• Use this screen to

move item stock from one warehouse storage location to another location.

• Click Add New Adjustment.

• Select the stock number to be adjusted by clicking on the drop down box at the bottom of the screen. Enter the warehouse location to move the stock from and to, and the adjustment amount (in IUM).

• You can only move stock from a location in which it already exists.

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Adjust Item Levels Up/Down• Click on the adjust item levels

up or down tabs at the top to adjust on hand inventory at a warehouse storage location.

• Click Add New Adjustment.• Select the stock number to be

adjusted by clicking on the drop down box at the bottom of the screen. Enter the warehouse location to move the stock from and to, and the adjustment amount (in IUM).

• For adjustments down, You can only move stock from a location in which it already exists. You can adjust up at any location. IMF-44

Break Kits• Select Add New

Adjustment.

• Select the stock

number to be removed

from the kit by clicking

on the drop down box.

• Enter the warehouse

location of the kit.

• Enter the quantity.

• Select Break Item

from Kit.IMF-45

Adjust Unit of Measures (UOM)

• Select Add IUM or

Add RUM.

• Add new UOM

abbreviation and

description.

• To edit UOM, click

on the line and

edit.

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Demonstration1. Add this new item to the IMF:

– Stock Number: ST-9889-5547-9– Item Description: Tool Box, Plastic– Item Type: 1– Return Items: Y– Cost per RUM: $152.00– RUM: EA– IUM: EA– IUMs per RUM: 1– Re-order level: 1– Re-order Max: 2

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Demonstration2. The Warehouse Team Leader notified you that one (1) Sprayer, 2

gal (Z888-00-000-8051) at warehouse location 7 was found and not supposed to be there. They have verified that it was not moved from another location.

3. A warehouse team members reported to you that one (1) pool(Z888-00-000-8111) at warehouse location 7 is cracked. It was moved to the damaged goods area.

4. You do not have any of the following item (Z888-00-000-8003 – HOOD, BE-10BR) on hand, but a resource request will require it. This item is available in a kit. Break 1 from a kit in storage location 9 to have on hand.

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Step 4. Issue Orders

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4 Issue Orders

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Create New Pick Sheets• Generate pick sheets for

supplies and equipment

going to an incident

response site location.

• Select the destination from

the drop down box.

– You can add new

destinations by selecting

Manage Destinations.

• The IMF will assign an Issue

ID number.

• Select Create Pick Sheet.

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Edit Items for Pick Sheet• Select the Edit Items for Pick Sheet

tab.

• Select the pick sheet number from the top section.

• Enter pick quantities in Issue Unit of

Measure.

– Filter the items using the filter drop down

boxes. Enter either a specific stock number

or item description.

– Select Clear Filters to show all items.

• Enter additional information, such as lot

number, serial number, or other

information in the Information section.

– This information will be included on the pick

sheets.

– You may also enter this information later

before the issue order is shipped if the

information is not available.

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Edit Items for Pick Sheet (cont.)• Select Issue Items and Print

Pick Sheet.

• A window will appear to

confirm pick quantities.– If quantities are correct, select

Items Correct – Print Pick

Sheet.

– Otherwise, select Incorrect –

Edit Pick Sheet and edit the

quantity.

• One copy of the pick sheet

and two copies of the

packing slip will print.

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Sample Pick Sheet

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Sample Packing Slip

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Mark As Shipped• Use this screen to

mark that all items for the pick sheet have been delivered or picked up.

• Select the issue order from top screen.

• Select Mark as Shipped.

• If there are no backorders, the issue order is complete. If backorders exist, the All Items Shipped will be marked “Partial”.

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Pick Sheet Management• This screen is used to cancel or delete issue orders,

reprint a pick sheet or packing slip, or unmark pick sheets as shipped.

• Once you have printed the pick sheet, the IMF issues the stock and removes it from the warehouse location.

• You can use the cancel/delete pick sheet function to perform the following actions.– Cancel an order after it has been issued and printed, but not left

the warehouse.• This will result in all items being placed back into stock.

– Remove backorders from an order after it has been issued and printed.

• This will keep the issued items as issued, but the backorders will be cleared and the issue order will be marked complete.

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Cancel/Delete Pick Sheet (cont.)

• Select the order from the top screen.

• To remove backorders or cancel an issue order, select Cancel Backorders or Delete Issue Order.– To cancel the entire issued

order, select Cancel Issue Completely and Place Items Back Into Their Warehouse Locations.

– To remove the backorders, select Remove Backorders. IMF-58

Reprint Pick Sheets or Packing Slips

• Select the order from top screen.• Select Reprint Pick Sheet or Repaint Packing Slips.

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Unmark Issue Order As Shipped• Select the order from top screen.• Select Unmark Issue Order As Shipped.

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Demonstration

• Create a pick sheet for Response Site A with the following items:

– Z888-00-000-0106 – BOOTCOVER, YEL, L/XL 14.5" L X 15.5" H – 400 pairs,

– Z888-00-000-0224 – GLOVES, NITRILE, LARGE – 26 boxes, and

– Z888-00-000-9004 – TYVEK, 2XLARGE – 200 kits.

• A copy of the pick sheet was misplaced. Print an extra copy of the pick sheet for Response Site A.

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Step 5. Create New Purchase Orders

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Create New Purchase Orders

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5

Create Purchase Orders• Generate purchase orders for

supplies and equipment that you do not have or supplies that are running low.

• Select the supplier from the drop down box or add a new supplier.

• The IMF will assign and issue a Purchase Order ID.

• Select Create Purchase Order.

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Edit Purchase Orders• Select the Edit Items for

Purchase Order tab.• Select the purchase order ID

from the top section.• Enter order quantities in receipt

unit of measure in the Order Amount column.

• Select Create Purchase Order.

• Once the purchase order is printed, the IMF considers the items to be ordered.

• ORDM can change the purchase order amount after printing, but you can not change it to below what has already been received.

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Sample Purchase Order

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Receive Shipment

• Select Receive Purchase Orders.

• Select the purchase order from the top screen

• Select the item to be received for that purchase order in the middle screen.

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Receive Shipment

• Select Store Item in Location.

• Select the warehouse location from the dropdown menu.

• Enter the receipt quantity.

• Perform process for remaining items.

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Purchase Order Management

• You can use the cancel/delete purchase order function to cancel and delete a purchase order if it is no longer needed.

• Note: You can only delete a purchase order if items have not been received. Cancelling a purchase order will delete any items in that order.

• If you only wish to remove items not yet received, select Remove Items Not Received.

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Cancel/Delete Purchase Order (cont.)

• Select the purchase order from top screen.

• To remove items not received or cancel a purchase order, select Remove Items Not Received or Delete Purchase Order.– You can only delete a

purchase order if items have not been received. Cancelling a purchase order will delete any items in that order.

– If you only wish to remove items not yet received, select Remove Items Not Received.

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Receiving Returned Items• When response sites cease operations or do not

require certain inventory, items may be returned back to the warehouse

• In order to receive the items back into stock, the ORDM must take either of the following actions– Follow the steps in Section 5, Create New Purchase Orders

(slide 62)• Create a Purchase Order with the received items and then receive

them• You may need to add the response site as a supplier

– Follow the steps in Section 3, Inventory Management (slide 40)

• Adjust inventory up at the warehouse storage location based on where the items were received to

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Demonstration• Create a purchase order for the following item from Supplies-R-Us

– ST-9889-5547-9 – TOOL BOX, PLASTIC – 5 each.

• Receive the Purchase Order and place – 3 each in warehouse location 5, and

– 2 each in warehouse location 7

• Response Site A has shut down and returned unused items back to the warehouse. Place the items back into stock according to the information below– Z888-00-000-0106 – BOOTCOVER, YEL, L/XL 14.5" L X 15.5" H – 120

pairs into warehouse location 1.

– Z888-00-000-9004 – TYVEK, 2XLARGE – 20 kits into warehouse location 2.

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Step 6. Generate Reports

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Reports

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6

Reports• Nine canned reports

• Reports provide either a current status

OR

• Provide information over a range of dates(such as Issued Items by Destination or Issued Items and Cost).

• Transaction data may be exported to Excel.

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Demonstration• The Logistics Section Chief requests reports on the

following:

– the balance of supplies below the reorder point, and

– a list of items been issued to each customer location.

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Summary• Reviewed the IMF capabilities:

– Warehouse setup,

– Receiving supplies,

– Creating pick sheets and packing slips,

– Ordering supplies,

– Adjusting items up and down, and

– IMF reporting.

• You have seen a demonstration on each of these capabilities.

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Thank You for Participating in the NVS State Inventory Management File (IMF) Training!

Please email the National Veterinary Stockpile staff at

nvs@aphis.usda.gov for questions.

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