ORDERING MANAGER SELF-PACED INSTRUCTION COURSE ADMINISTRATORS GUIDE

Transcription

1 ORDERING MANAGER SELF-PACED INSTRUCTION COURSE ADMINISTRATORS GUIDE JULY 1984

2 ORDERING MANAGER SELF-PACED INSTRUCTION COURSE ADMINISTRATOR'S GUIDE JULY 1984

3 PREFACE This program package has been developed by the Logistics Section of the Incident Command System Development Committee. This Committee was established to fulfill a contract under a FIRESCOPE Grant to the California Department of Forestry Fire Academy at lone, California. The committee was composed of representatives from the following agencies: California Department of Forestry Los Angeles City Fire Department Los Angeles County Fire Department Office of Emergency Services Orange County Fire Department Santa Barbara County Fire Department United States Forest Service Ventura County Fire Department

4 ORDERING MANAGER SELF-PACED INSTRUCTION CONTENTS Preface i Introduction 1 Course Instructions 2 Appendix: Appendix A Final Exam and Keyed Final Exam A-l 11

5 ORDERING MANAGER INTRODUCTION ORDERING MANAGER SELF-PACED INSTRUCTION is a course designed to train individuals on a local level at their own rate to be able to perform as an effective Ordering Manager. ( The instruction level is targeted towards trainees that have had little or no exposure to the functioning of a Supply Unit. 8 This course is presented entirely through a self-paced written text. Pictures, illustrations, and diagrams are used to complement the text. Progress Checks test the students' understanding as they proceed through each unit. The Final Examination, a formal closed book exam, is given by the proctor and measures the students' comprehension of the entire course material. The Course Administrator has the responsibility to administer the course to meet their agency's training needs and the trainee's needs. -1-

6 COURSE INSTRUCTIONS PREREQUISITES A. The trainee must have successfully completed the Basic ICS Course (1-220). B. The Course Administrator should be a qualified Supply Unit Leader or Logistics Chief. II OBJECTIVES Course objectives are stated in broad terms that define what the Ordering Manager trainee will be able to do upon completion of this course. UNIT 1 Overview of the Ordering Manager's Position 1. Identify where the Ordering Manager fits in the ICS organization. 2. Identify his immediate supervisor. 3. List the four categories in which most orders will fall. 4. List the reasons accurate records are important. 5. List the key elements of the ordering system. UNIT 2 Common Responsibilities - Dispatch, Check-In and Briefing 1. List five items of information needed prior to departing for the incident. 2. List the material contained in the Ordering Manager's Kit. 3. Identify how to check-in at incident. 4. List eight items of information obtained during a briefing. -2-

7 UNIT 3 Organizing and Operating the Ordering Unit 1. List the materials needed for the work station. 2. Describe how to accept orders. 3. List the information needed on the order form. 4. Describe order numbers and agency designators. 5. Define order log. 6. Define the four stages of the ICS order status keeping system. 7. Describe how ordering timetables are established. 8. Describe how to reconcile orders. 9. Describe the coordination between the various functions in the supply process. UNIT 4 Demobilization UNIT 5 Summary 1. Describe what is to be done with placed and confirmed orders. 2. Explain the disposition of the Ordering Unit records. 3. Explain what is to be done with work materials and equipment. 4. List the steps in returning your work area to pre-incident condition. Summarize the key points of the text. Ill COURSE ADMINISTRATOR'S GUIDE This text is designed to give the Course Administrator the information they need to successfully train Ordering Managers.. Access to the Administrator's Guide must be limited to those involved in administering the course. -3-

8 IV TIME ELEMENT Trainees will progress at different rates through the course. A strong commitment to duty time is a critical requirement to successful completion of this course. V EQUIPMENT AND MATERIALS Due to the design of the package, the equipment and materials needed are minimal: A. Trainee Workbook, Ordering Manager Self-Paced Instruction. The Course Administrator should write their name and telephone number in the space provided in the Introduction of the Trainee Workbook. B. The Course Administrator should place the appropriate USFS Region Fire Equipment catalog in Appendix B. If this catalog is not suitable for specific local agency training then it can be substituted with the agency catalog or removed. C. Paper and pencils for each trainee. VI EVALUATION A. Progress Checks have been included at the end of each unit. The Progress Checks measure whether the trainee has successfully mastered the unit objectives. Trainees should attain 1004 on each Progress Check before proceeding to the next unit. The Final Progress Check is similar to the Final Exam and covers the entire course, a score of 904 is passing. B. After the trainee has completed the Final Progress Check and feels satisfied with their comprehension of the text they should contact the Course Administrator to schedule the Final Exam. The Course Administrator should establish a convenient time and place to give the Final Exam. If the trainee has not contacted the Course Administrator to take the Final Exam after a reasonable period of time, they should check with the trainee to monitor their progress. -4-

9 The Final Exam is given as a formal, proctored, closed-book examination. The exam should be proctored by the Course Administrator but can be delegated to other qualified individuals. The Final Exam and Keyed Exam can be found in Appendix A. The passing score on the Final Exam is 804. VII ADMINISTRATION The Course Administrator is responsible for identifying equipment, materials, proctors, and overall course administration to meet the needs of the agency and the trainees involved. The Course Administrator is also responsible for taking appropriate action in case of trainee failure and to properly record successful completion on agency training records and to issue certificates of course completion. -5-

10 ORDERING MANAGER APPENDIX A FINAL EXAM AND KEYED FINAL EXAM A-l

11 ORDERING MANAGER FINAL EXAM POINTS 1. The Ordering Manager's position is in the 2 of the Logistics Section. 2. As the Ordering Manager you are responsible for 5 managing the ordering system. List five of the key elements of the ordering system. a. b. c. d. e. 3. The Ordering Manager's Kit should contain the 5 following supplies. a. b. c. d. e. 4. Personnel authorized to order will usually be 2 persons filling positions down to the: a. Unit Managers b. Section Chiefs c. Command Staff d. Unit Leader -1-

12 5. All orders should be approved by the: a. Logistics Chief b. Receiving and Distribution Manager c. Ordering Manager d. Resources Unit 6. When Agency Specific order forms are not available, a substitute form may be used; it is the ICS: a. Form 211 b. Form 213 c. Form 214 d. Form A complete history of orders in numerical order is the definition of: a. A confirmed order b. The Unit Log c. The Order Log d. Recorder's Log 8. The four stages of the ICS order system are: a. Cancelled, filled, confirmed, placed b. Filed, cancelled, confirmed, placed c. Ordered, confirmed, filled, cancelled d. Placed, confirmed, filled, reconciled 9. List six items of information needed on the order form. a. b. c. d. e. f. -2-

13 10. The two elements which dictate ordering timetables are: a. Order Log and inventory b. Delivery times and lead times c. Incident needs and inventory d. Procurement lead time and incident needs 11. Incident operational periods are set up as 0700 to 1900 and 1900 to You receive an order for 13,000 sandbags which must be available for distribution two hours prior to the start of the next operational period. It is now 0900 hours. It will take five hours for the bags to be delivered. The latest you will be able to place your order and meet your timetables is: a hours b hours c hours d hours 12. Upon demobilization you should turn all Ordering Unit records over to the: a. Supply Unit Leader b. Logistics Chief c. Finance Section d. Cost Unit 13. Order has been received at incident and all paperwork processed is the definition of a: a. Confirmed order b. Complete order c. Cancelled order d. Filled order -3-

14 14. The Ordering Manager should reconcile his orders a minimum of: a. Once each operational period b. Once every 8 hours c. Twice prior to leaving the base d. Once per day 15. Comparing the materials ordered during each period to the materials delivered each period is the definition of: a. Confirming orders b. Filled orders c. Reconciling orders d. Recording orders 16. List eight items of information you should obtain during your briefing. a. b. c. d. e. f. g- h. 17. Most orders placed by the Ordering Manager will fall into one of four broad categories. These are: a. b. c. d. -4-

15 18. The order form should be a: a. three-part form b. five-part form c. four-part form d. preprinted form 19. The Ordering Manager must coordinate his activities closely with other functions. The other functions they interact most with are: a. Finance and Cost Accounting b. Receiving Distribution and Resources c. Equipment and facilities d. Situation and Documentation 20. Upon demobilization you should remove all orders in the "placed" and "confirmed" status files and a. Cancel them b. Inventory them prior to leaving the base c. Check with the Supply Unit Leader to see if they are still needed d. Check with the requesting parties to see if the items are still needed -5-

16 ORDERING MANAGER FINAL EXAM ANSWERS POINTS 1. The Ordering Manager's position is in the Supply Unit of the Logistics Section. 2. As the Ordering Manager you are responsible for managing the ordering system. List five of the key elements of the ordering system. a. Accepting orders b. Placing orders c. Confirming orders d. Assigning order numbers e. Order status keeping f. Establishing order timetables g. Reconciling orders h. Supervising Recorders i. Demobilization 3. The Ordering Manager's Kit should contain the following supplies. a. Ordering Manager's Text b. Field Operations Guide (FOG 420-1) c. Pencils, pads, manila envelopes d. ICS Form 213 e. Order forms and supply catalogs

17 4. Personnel authorized to order will usually be persons filling positions down to the: a. Unit Managers b. Sections Chiefs c. Command Staff X d. Unit Leader 5. All orders should be approved by the: X a. Logistics Chief b. Receiving and Distribution Manager c. Ordering Manager d. Resources Unit 6. When Agency Specific order forms are not available, a substitute form may be used; it is the ICS: a. Form 211 X b. Form 213 c. Form 214 d. Form A complete history of orders in numerical order is the definition of: a. A confirmed order b. The Unit Log x c. The Order Log d. Recorder's Log 8. The four stages of the ICS order system are: a. Cancelled, filled, confirmed, placed b. Filed, cancelled, confirmed, placed X c. Ordered, confirmed, filled, cancelled d. Placed, confirmed, filled, reconciled -2-

18 9. List six items of information needed on the order form. a. Request date/time b. Catalog numbers c. Description of item d. Number desired e. Date/time needed f. Any special billing requirement Who to notify when delivered h. i. Delivery points Name of requesting party 10. The two elements which dictate ordering timetables are: a. Order log and inventory b. Delivery times and lead times c. Incident needs and inventory X d. Procurement lead time and incident needs 11. Incident operational periods are set up as 0700 to 1900 and 1900 to You receive an order for 13,000 sandbags which must be available for distribution two hours prior to the start of the next operational period. It is now 0900 hours. It will take five hours for the bags to be delivered. The latest you will be able to place your order and meet your timetables is: a hours b hours c hours X d hours -3-

19 12. Upon demobilization you should turn all Ordering Unit records over to the: X a. Supply Unit Leader b. Logistics Chief c. Finance Section d. Cost Unit 13. Order has been received at incident and all paperwork processed is the definition of a a. Confirmed order b. Complete order c. Cancelled order X d. Filled order 14. The Ordering Manager should reconcile his orders a minimum of: X a. Once each operational period b. Once every 8 hours c. Twice prior to leaving the base d. Once per day 15. Comparing the materials ordered during each period to the materials delivered each period is the definition of: a. Confirming orders b. Filled orders X c. Reconciling orders d. Recording orders -4-

20 16. List eight items of information you should obtain during your briefing. a. Current estimate of personnel and equipment assigned to incident. b. Projections for additional personnel and equipment, approximate time and numbers. c Responsible agency1s ordering policies and procedures. d. Sources of supplies - Where do I place orders? To whom? Phone number(s)? e. Agency specific ordering forms and catalogs. f. Any supplies currently on order. g. Type recording system being used. h. List of personnel authorized to order. i. Procurement lead times required for food, tools, fuel, etc. j. Type of communications available. k. Location of work station. 1. Location of materials to run your office. m. Shift change times for the Supply Unit. n. Name of Receiving and Distribution Manager. o. Established security procedures. p. Permission to order Recorder(s). 17. Most orders placed by the Ordering Manager will fall into one of four broad categories. These are: a. Food b. Personnel c. Equipment d. Supplies -5-

21 18. The order form should be a: a. three-part form b. five-part form X c. four-part form d. preprinted form 19. The Ordering Manager must coordinate his activities closely with other functions. The other functions they interact most with are: a. Finance and Cost Accounting x b. Receiving Distribution and Resources c. Equipment and Facilities d. Situation and Documentation 20. Upon demobilization you should remove all orders in the "placed" and "confirmed" status files and: a. Cancel them b. Inventory them prior to leaving the base c. Check with the Supply Unit Leader to see if they are still needed x d. Check with the requesting parties to see if the items are still needed -6-

22 ORDERING MANAGER SELF-PACED INSTRUCTION TRAINEE WORKBOOK JULY 1984

23 ORDERING MANAGER SELF-PACED INSTRUCTION TRAINEE WORKBOOK JULY 1984

24 ORDERING MANAGER SELF-PACED INSTRUCTION JULY 1984 TRAINEE WORKBOOK

25 PREFACE This program package has been developed by the Logistics Section of the Incident Command System Development Committee. This Committee was established to fulfill a contract under a FIRESCOPE Grant to the California Department of Forestry Fire Academy at lone, California. The committee was composed of representatives from the following agencies: California Department of Forestry Los Angeles City Fire Department Los Angeles County Fire Department Office of Emergency Services Orange County Fire Department Santa Barbara County Fire Department United States Forest Service Ventura County Fire Department

26 ORDERING MANAGER Self-Paced Instruction CONTENTS Preface Introduction and Course Instructions 1 Course Objectives 3 Unit 1: Overview of the Ordering Manager's Position... 6 Unit 2: Common Responsibilities-Dispatch, Check-In and Briefing 14 Unit 3 Organizing and Operating the Ordering Unit 22 Unit 4: Demobilization 38 Unit 5: Summary and Final Progress Check 44 Appendixes: Appendix A: Field Operations Guide Check List... A-l Appendix B: U. S. F. S. Fire Equipment Catalog.... B-l 11

27 ORDERING MANAGER INTRODUCTION AND COURSE INSTRUCTIONS This workbook covers information to develop skills to perform your tasks. Before beginning, you must have successfully completed the Basic ICS Course. This workbook assumes you have had that training. Therefore, no effort has been made to explain ICS terminology, organizational structure, or responsibilities. In the table of contents, the material is presented in units, excluding this Introduction. The last item in each unit is the Progress Check containing questions related to that unit. Unit 5 contains the Summary and Final Progress Check with questions covering all the material in the workbook. The purpose of the progress check at the end of each unit is to let you know when you are ready to move on; the final progress check tells you whether you are ready to take the final exam. You can compare the progress checks with the answer key. Whenever you answer a question incorrectly, restudy the text to understand why your answer was incorrect, and why the answer in the answer key was preferred. Take the final progress check after you complete Unit 5. If your score on the check is under 90%, restudy the text and try again. If you were conscientious in restudying, the 90% score should be no problem and you will be confident of succeeding on the final examination. Your course administrator will choose how the required final exam will be administered. An 80% score on this test is the minimum passing grade. The Ordering Manager position involves the use of order forms, catalogs, and record keeping systems. Due to the need for this workbook to be general in its application, there are no references to Agency Specific forms or systems, other than a U.S. Forest Service Fire Order Form (see Appendix B, Section C, page 175). This was included as a sample and is intended as a possible format for those agencies which do not have a preprinted order form. You should obtain and study your agency's order forms, policies, and procedures and make them an addendum to this workbook. -1-

28 If you have any questions about the text or material, contact the course administrator. Listed below is the name of your course administrator and telephone number. Course Administrator Telephone Number -2-

29 COURSE OBJECTIVES This self-paced workbook is designed to enable you to perform as an effective Ordering Manager. Upon completion of this self-paced instruction, you should be able to: UNIT 1 Overview of the Ordering Manager's Position 1. Identify where the Ordering Manager fits in the ICS organization. 2. Identify his immediate supervisor. 3. List the four categories in which most orders will fall. 4. List the reasons accurate records are important. 5. List the key elements of the ordering system. UNIT 2 Common Responsibilities - Dispatch, Check-In, and Briefing 1. List five items of information needed prior to departing for the incident. 2. List the material contained in the Ordering Manager's Kit. 3. Identify how to check-in at incident. 4. List eight items of information obtained during a briefing. UNIT 3 Organizing and Operating the Ordering Unit 1. List the materials needed for the work station. 2. Describe how to accept orders. 3. List the information needed on the order form. 4. Describe order numbers and agency designators. 5. Define order log. 6. Define the four stages of the ICS order status keeping system. -3-

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31 7. Describe how ordering timetables are established 8. Describe how to reconcile orders. 9. Describe the coordination between the various functions in the supply process. UNIT 4 Demobilization UNIT 5 Summary 1. Describe what is to be done with placed and confirmed orders. 2. Explain the disposition of the Ordering Unit records. 3. Explain what is to be done with work materials and equipment. 4. List the steps in returning your work area to pre-incident condition. Summarize the key points of the text. -5-

32 ORDERING MANAGER UNIT 1 OVERVIEW OF THE ORDERING MANAGER'S POSITION UNIT 1 OBJECTIVES: Upon completion of this unit, the trainee should be able to: 1. Identify where the Ordering Manager fits in the ICS organization. 2. Identify his immediate supervisor. 3. List the four categories in which most orders will fall. 4. List the reasons accurate records are important. 5. List the key elements of the ordering system. -6-

33 OVERVIEW OF THE ORDERING MANAGER'S POSITION The Ordering Manager orders all the personnel, equipment, and supplies necessary for the incident. There will normally be two Ordering Managers, one per operational period. The Ordering Manager works in the Support Branch of the Logistics Section and is a sub-function of the the Supply Unit (see Figure 1). His immediate supervisor is the Supply Unit Leader In most situations, the Ordering Manager's duties will be handled by the Supply Unit Leader. However on complex incidents, the Ordering Manager's position will substitute for the Supply Unit Leader so the Leader can manage the overall unit. The Ordering Manager may supervise one or more Recorders who will assist in the placing of orders, locating sources of supplies, reconciling orders, and record keeping. Ordering Manager * Recorders Supply Unit Leader i Receiving &. Distribution Manager Recorders Helpers Tool & Equipment "Specialist l-tool Attendants Figure 1 The Incident Commander will normally delegate the authority for ordering resources and supplies to his section chiefs - Operations, Planning, Logistics and Finance. The section chiefs in turn will delegate ordering authority to their respective unit leaders. It is the Ordering Manager's responsibility to determine who has ordering authority within the various sections. The Ordering Manager must place orders promptly, and from the proper source. accurately, Generally, all orders placed by the Ordering Manager will fall into one of four broad categories; personnel, equipment, supplies and food. -7-

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35 Once orders are placed, a confirmation from the supply source is obtained and an expected time of arrival is established. The Ordering Manager will notify the person who placed the order of the status of his order and when it is expected to arrive. Orders for supplies and food will normally be delivered to the Receiving and Distribution Manager. Orders for personnel and equipment will be delivered to the Resource Unit in the Planning Section. Record keeping is an important part of the Ordering Manager's job. Accurate records are necessary to enable you to trace orders, provide current status on orders, and reconcile your orders. These records will assist you and benefit other incident personnel by providing information for cost accounting, payment of invoices, inventory control and historical records. As the Ordering Manager, you are responsible for managing the ordering system, the key elements include: 1. Accepting orders 2. Placing orders 3. Confirming orders 4. Assigning order numbers 5. Order status keeping 6. Establishing order timetables 7. Reconciling orders 8. Supervising Recorders 8. Demobilization of the Ordering Section -9-

36 PROGRESS CHECK 1 This is the first progress check on material discussed in Unit 1. Answer the following questions and compare your answers with those in the answer key that follows. If you miss even one question, restudy the text to determine the correct answer. To obtain 80% on the final examination, you must be able to answer all the questions correctly in each progress check. 1. The Ordering Manager's position is in the of the Logistics Section. 2. The Ordering Manager's immediate supervisor is the 3. Generally, all orders placed by the Ordering Manager will fall into one of four broad categories. These are:»», and 4. Record keeping is a very important part of the Ordering Manager's job. Accurate records are necessary to enable you to orders, provide on orders, and your orders. -10-

37 5. As the Ordering Manager, you are responsible for managing the ordering system. The key elements of the system include : a. b. c. d. e. f. g- 6. The Ordering Manager must place orders and and from the source. 7. The Incident Commander will normally delegate the authority for ordering resources and supplies to his section chiefs which include: CHECK YOUR ANSWERS WITH THOSE ON THE NEXT PAGE AND RESTUDY THIS SECTION IF NECESSARY UNTIL YOU ARE SURE YOU UNDERSTAND THE REASONS FOR THE CORRECT ANSWERS. -11-

38 PROGRESS CHECK 1 ANSWERS 1. The Ordering Manager's position is in the Supply Unit of the Logistics Section. 2. The Ordering Manager's immediate supervisor is the Supply Unit Leader 3. Generally, all orders placed by the Ordering Manager will fall into one of four broad categories. These are: personnel T equipment. supplies and food 4. Record keeping is a very important part of the Ordering Manager's job. Accurate records are necessary to enable vou to trace orders, provide current status on orders, and reconcile your orders. 5. As the Ordering Manager, you are responsible for managing the ordering system. The key elements of the system include: a. Accepting orders b. Placing orders c. Confirming orders d. Assigning order numbers e. Order status keeping f. Establishing order timetables g. Reconciling orders h. Supervising Recorders i. Demobilization -12-

39 6. The Ordering Manager must place orders promptly and accurately and from the proper source. 7. The Incident Commander will normally delegate the authority for ordering resources and supplies to his section chiefs which include: Operations, Planning Logistics, Finance. -13-

40 ORDERING MANAGER UNIT 2 COMMON RESPONSIBILITIES - DISPATCH, CHECK-IN, AND BRIEFING UNIT 2 OBJECTIVES: Upon completion of this unit, the trainee will be able to: 1. List the information needed prior to departing his home unit. 2. List the material contained in the Ordering Manager's Kit. 3. Identify how to check-in at incident. 4. List eight items of information obtained during briefing. -14-

41 COMMON RESPONSIBILITIES OF ALL INCIDENT PERSONNEL All incident personnel have common responsibilities regardless of what position they may fill. These include: gathering information prior to departing for the incident, making sure they take necessary supplies to start their job, checking in at the incident, obtaining a briefing from their supervisor. The following information is intended as a checklist to ensure that you get off to a good start as an Ordering Manager. Prior to Departing Record the following information: incident location order/request number (if applicable) travel route information reporting location, time and to whom resource designator (if applicable) communication frequency (if applicable) Materials to Take With You It is important that you take the necessary supplies to start your job. This will enable you to function through the first operational period. The following material should be kept in a kit which includes: Check-In at Base Ordering Manager's Text Field Operations Guide (FOG ICS 420-1) Pencils, pads, large manila envelopes General Message Forms, ICS 213 Order forms and supply catalogs (Agency Specific) Check in with the Check-In Recorder. Locate the Supply Unit Leader Obtain briefing. -15-

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43 Briefing Items The Supply Unit Leader will provide you with a briefing. It is your responsibility to accurately record the following information: Current estimate of personnel and equipment assigned to incident. Projections for additional personnel and approximate time and numbers. equipment, Responsible agency's ordering policies and procedures. Sources of supplies - Where do I place orders? To whom? Phone number(s)? Agency specific ordering forms and catalogs. Any supplies currently on order. Type recording system being used. List of personnel authorized to order. Procurement lead times required for food, tools, fuel etc. Type of communications available. Location of work station. Location of materials to run your office. Shift change times for the Supply Unit. Name of Receiving and Distribution Manager. Established security procedures. Permission to order Recorder(s). -17-

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45 PROGRESS CHECK 2 1. List five items of information prior to departing for the incident: a. b. c. d. e. 2. Your Ordering Manager's Kit should contain the following materials: a. c. d. e. 3. Upon arrival at the incident, you must check in with the 4. List eight items of information you should obtain during your briefing, a. c. d. e. f. g* h. -19-

46 PROGRESS CHECK 2 ANSWERS 1. List five items of information to record prior to departing for the incident. a. Incident location b. Order/request number c. Travel route d. Reporting location, time and to whom e. Resource designator f. Communication frequency 2. Your Order Manager's Kit should contain the following supplies: a. Ordering Manager's Text b. Field Operations Guide (FOG 420-1) c. Pencils, pads, large manila envelopes d. ICS Forms 213 e. Order forms and supply catalogs 3. Upon arrival at the incident, you must check in with the Check-In Recorder -20-

47 4. List eight items of information you should obtain during your briefing. a. Current estimate of personnel and equipment assigned to incident. b. Projections for additional personnel and equipment, approximate time and numbers. c. Responsible agency's ordering policies and procedures. d. Sources of supplies - Where do I place orders? To whom? Phone number(s)? e. Agency specific ordering forms and catalogs. f. Any supplies currently on order. g. Type recording system being used. h. List of personnel authorized to order. i. Procurement lead times required for food, tools, fuel, etc. j. Type of communications available, k. Location of work station. I. Location of materials to run your office, m. Shift change times for the Supply Unit, n. Name of Receiving and Distribution Manager, o. Established security procedures, p. Permission to order Recorder(s). -21-

48 ORDERING MANAGER UNIT 3 ORGANIZING AND OPERATING THE ORDERING UNIT UNIT 3 OBJECTIVES: Upon completion of this unit, the trainee should be able to: 1. List the materials needed for the work station. 2. Describe how to accept orders. 3. List the information needed on the order form. 4. Describe order numbers and agency designators. 5. Define order log. 6. Define the four stages of the ICS order status keeping system. 7. Describe how ordering timetables are established. 8. Describe how to reconcile orders. 9. Describe the coordination between the various functions in the supply process. -22-

49 The Work Station The location of your work station Supply Unit Leader. Normally, it receiving and distribution areas, located and be visible within the with the following: will be assigned by the will be located near the It should be centrally base. It should be equipped table and chairs boxes and/or files pen, pencils, note pads order forms catalogs (Agency Specific) communications - telephones and/or radio General Message Form, ICS 213 Organizing the Ordering System There is no ICS ordering system comp lete with forms catalogs and kits. You will be using your ag ency's order forms and supply sources which will make your job less complicated. If you are assigned to another agency, you must become familiar with that agency's ordering forms, policies, procedures, and supply sources. If the incident involves multiple agencies, the procedure can become complicated further by prearrranged agreements. Decisions made during the incident by the involved agencies may designate who will be f inancially responsible for orders and what supply sources will be used. Who is Authorized to Place Orders? During your briefing, the Supply Unit Leader will provide you with a list of who is authorized to place orders. This will usually be persons filling positions through the unit leader. Maintain a list of persons authorized to order at your work station. Accept authorized orders only. -23-

50 Accepting Orders All orders must be submitted to you in writing on Agency Specific order forms or, if order forms are not available, on ICS General Message Form 213. All orders should be reviewed and approved by the Logistics Chief; however, he may delegate this responsibility to the Supply Unit Leader. All orders must be legible and contain the following information: request date/time catalog numbers (if available) description of item(s) number desired, i.e., units of issue date/time needed any special billing requirements whom to notify when item is delivered delivery point(s) name of requesting party Review the order with the requesting party for clarity, completeness, and duplications. If you are assigned to a multi-agency incident, determine which agency is to be billed for each order. The Order Form The order form should be a four-part form. If you are using the ICS 213 General Message Form, you will have to improvise and add a page. A four-part form will provide you with the needed copies of each order for distribution to those sections which must interface in the supply process. When an order is confirmed, the flow of copies should be as follows: Orders for personnel and equipment - copy to remain in Supply Unit - copy to person placing order (when confirmed) - copy to Resource Unit - copy to Finance Section Orders for food and supp les - copy to remain in Supply Unit - copy to person placing order (when confirmed) - copy to Receiving and Dist. Mgr. - copy to Finance Section -24-

51 The person placing the order will not receive a copy of the order at the time it is placed. Requestor's copy will be returned when the order is confirmed from the supplier. Order Numbers After accepting an order, you must have a system for tracking the order. The simplest method is to assign each order an order number. (Some agencies may have an established order numbering system. If this is the case, you must use that system). Order numbers should be kept in an order log. The order log could be a lined tablet or a preprinted form. In either situation, the log will provide you with a complete history of your orders in numerical order. It will be invaluable in answering questions regarding orders. Keep it current and in a safe place! On multi-agency incidents, the order number should be a combination of numbers and letters. The letters signify the agency responsible for initiating the order. For example: On a wildland fire involving the California Department of Forestry and the U, S. Forest Service, the California Department of Forestry places an order for supplies which, by prior agreement, they will be financially responsible. Your order number should reflect this by using the agency designator as a part of your order number. In this instance, your order number might look like this: 105-CDF. The 105 being the next order number and CDF, the agency designator for the California Department of Forestry. If you are dealing with agencies where agency designators have not been assigned, then devise a lettering system to identify the various agencies involved and seek approval from the Logistics Chief and the Finance Section. The Finance Section and Cost Unit will find this a help in sorting invoices for payment and cost accounting. In most cases there will have been orders placed prior to your arrival at the incident. You must know what has been ordered to avoid duplication. Check with the Supply Unit Leader, Logistics Chief, Resource Status, or the Agency Dispatcher to obtain this information. Draw a double line under and initial the last item ordered prior to your arrival. This will indicate when you took over and the point at which you became accountable. -25-

52 Order Status Keeping There are four stages regarding the status of an order. These are: Placed Confirmed Filled Cancelled Order has been communicated to supplier Supplier will send order Order has been received at incident and all paper work processed Supplier unable to fill order or person placing order cancels order To keep status of orders for supplies and resources, it will be necessary to establish an ordering status system. The system should be able to provide instant status on all orders. Below is a suggested format for an ICS order status system. INCIDENT ORDERS Equipment Personnel Supplies Food Placed Confirmed Filled Cancelled Slots - Files - Boxes or Compartments Whether the system is a series of boxes, or a piece of canvas with pockets, or a filing cabinet doesn't matter as long as it is functional and it works as a status keeping system. Placing Orders Where and to whom you place orders will depend upon variables. Some agencies maintain a central warehouse through which all orders are processed while other agencies process food and supply orders at one source and personnel and equipment orders at another. You may find some agencies do not have a warehousing system at all, then you may have to go direct to suppliers in the nearest community. Whatever system is being used, you must thoroughly understand it. -26-

53 When you place an order with a supplier, give the following information: order number catalog number (if available or applicable) description of item(s) (include quantity if applicable) delivery location(s) base, camp, etc. person to whom delivery is to be released billing information (where applicable) You must get the following information from the supplier: Can order be filled? Can order be filled within the time frame specified? Estimated time of delivery? Other pertinent information? Like orders should be consolidated. Do not mix unlike orders. For example, combine all food orders into one order with one order number. Confirming Orders A confirmed order is one where the supplier verifies he can provide the requested material within the time frame. Whenever an order has been confirmed, the requesting person/section must be notified. To confirm an order, return the requestor's copy of the order form indicating the status of his order, the estimated time of delivery/arrival and any other appropriate information. If the confirmation is for food or supplies, you must notify the Receiving and Distribution Manager. If the confirmation is for personnel or equipment notify the Resources Unit. Orders for rental equipment present special problems. When an order for rental equipment is confirmed, you must notify the requesting agency's Finance Section and the Resource Unit. It helps during demobilization to have the order number shown on their status cards. Ordering Timetables An ordering timetable will need to be established so supplies are received in advance of need. Procurement lead time and incident needs will dictate the ordering timetable. For example: The Incident Commander has established 12-hour operational periods. The Supply Unit Leader instructs you to have supplies available for distribution two hours before the start of each operational period. Your orders are taking eight hours on the average to be delivered to the base; therefore, your ordering deadline should be two hours after the start of each operational period. -27-

54 Food orders must be placed well in advance of need and for a minimum of two meals in advance. Reconciling Orders You are responsible for reconciling (balancing) orders. To reconcile, compare the orders placed to the deliveries received during each period. All orders placed should be accounted for. This does not mean you inventory each order. The Receiving and Distribution Manager and the Resources Unit will be taking delivery of what was ordered. They are responsible for checking delivery/arrival against their copy of the order form. It is their responsibility to notify you of all deliveries and any discrepancies found. This information is necessary to reconcile orders, and perform any follow up which might be necessary, i.e., close out the order (filled), recontact the supplier, notify the requestor, etc. Soon after your arrival contact the Receiving and Distribution Manager and the Resource Unit and establish a system to keep you informed regarding deliveries made to their sections and outcome of their inventory process. Orders which are reconciled and any supporting Documentation such as invoices and bills of lading should be submitted to the Supply Unit Leader who will forward them to the Finance Section. You should reconcile your orders a minimum of once per shift. Record all delivery time. When the order is placed, obtain an estimated time of delivery from the supplier. Compare the actual time of delivery against the estimated time of delivery. This will help set up or adjust ordering timetables. Recorder(s) When the Ordering Manager position is activated, there should also be one or more Recorder positions requested. The Recorder will assist in placing orders, locating supply sources, assigning order numbers, and recording orders. -28-

55 It is your responsibility to make certain that the Recorder(s) thoroughly understands the established incident ordering procedures. Provide the Recorder(s) with a briefing including who is authorized to place orders information needed on order forms order log order status keeping how and to whom to place orders confirming orders ordering timetables reconciling orders how to use phones and or radios Supply Unit shift change time -29-

56 PROGRESS CHECK 3 1. List five items needed for your work station a. b. c. d. e. 2. Personnel with ordering authority will normally be persons filling positions down to the 3. All orders should be submitted to you in writing on order forms or on ICS General Message Form. 4. All orders must be approved by the Chief; however, he may delegate this responsibility to the -30-

57 5. List six items of information needed on the order form a. b. c. d. e. f. 6. You should review the order with the requesting party for», and. 7. A complete history of orders in mumerical order is the definition of: (Select one) a. Confirmed order b. Filled order c. Order Log d. Recorded order 8. The four stages of the ICS order status keeping system are listed below. Define each stage. PLACED: CONFIRMED: FILLED: CANCELLED: -31-

58 9. A confirmed order is one where the supplier has indicated ne can the material within the frame specified. 10. To notify the requesting person/section that their order has been confirmed, return the copy of the order form to them. 11. Elements which dictate ordering timetables are: (Select one) a. Order log and inventory b. Delivery times and lead times c. Incident needs and inventory d. Procurement lead time and incident needs 12. Comparing materials ordered during each period to materials delivered each period is the definition of: a. A combined order b. A filled order c. Recording orders d. Reconciling orders 13. The Ordering Manager should reconcile his orders a minimum of: (Select one) a. Once every operational period b. Once every 8 hours c. Twice prior to leaving the base d. Once per day -32-

59 14. If the reconciling process is to work, the Ordering Manager must coordinate with other functions. The other functions they will interact most with are: (Select one) a. Finance and Cost Accounting b. Receiving Distribution and Resources c. Equipment and Facilities d. Situation and Documentation 15. The Incident Commander has established 12-hour operational periods for the incident. The periods run from 0600 to 1800 and from 1800 to You receive an order for 900 shovels which must be available for distribution 2 hours prior to the start of the next operational period. It is now 0800 hours. It will take 6 hours for the shovels to be delivered. The latest you would be able to place your order and meet the timetable is: (Select one) a hours b hours c hours d hours 16. Order numbers on multi-agency incidents should be a combination of and 17. In most cases, orders will have been placed prior to your arrival at the incident. You should draw a your arrival. and initial the last item ordered prior to -33-

60 PROGRESS CHECK 3 ANSWERS 1. List five items needed for your work station. a. Table and chairs b. Boxes and/or files c. Pens, pencils, note pads d. Order forms, catalogs e. Communications f. ICS Forms 213 and Personnel with ordering authority will normally be persons filling positions down to the Unit Leader. 3. All orders must be submitted to you in writing on Agency Specific order forms or on ICS General Message Form All orders should be approved by the Logistics Chief; however, he may delegate this responsibility to the Supply Unit Leader 5. List six items of information needed on the order form: a. b. Request Catalog date/time number c. Descripition of item d. Number desired e. Date/time needed f. Special billing requirements g. Whom to notify when delivered h. Delivery points i. Name of requesting party -34-

61 6. You should review the order with the requesting party for clarity completeness, and duplication. 7. A complete history of orders in numerical order is the definition of: a. Confirmed order b. Filled order X c. Order Log d. Recorded order 8. The four stages of the ICS order status keeping system are listed below. Define each stage. PLACED: Order communicated to supplier. CONFIRMED: Supplier will send order. FILLED: Order received at incident and all paperwork processed. CANCELLED: Supplier unable to fill order or person placing order cancels order. 9. A confirmed order is one where the supplier has indicated ne can provide the material within the time frame specified. 10. To notify the requesting person/section that their order has been confirmed, you return the requestor's copy of the order form to them. -35-

62 11. Elements which dictate ordering timetables are: a. Order log and inventory b. Delivery times and lead times c. Incident needs and inventory X d. Procurement lead time and incident needs 12. Comparing materials ordered during each period to materials delivered each period is the definition of: a. A combined order b. A filled order c. Recording orders X d. Reconciling orders 13. The Ordering Manager should reconcile his orders a minimum of: X a. Once every operational period b. Once every 8 hours c. Twice prior to leaving the base d. Once per day 14. If the reconciling process is to work, the Ordering Manager must coordinate with other functions. The other functions they will interact most with are: a. Finance and Cost Accounting X b. Receiving S Distribution and Resources c. Equipment and Facilities d. Situation and Documentation -36-

63 15. The Incident Commander has established 12-hour operational periods for the incident. The periods run from 0600 to 1800 and from 1800 to You receive an order for 900 shovels which must be available for distribution 2 hours prior to the start of the next operational period. It is now 0800 hours. It will take 6 hours for the shovels to be delivered. The latest you would be able to place your order and meet the timetable is: a hours b hours X c hours d hours 16. Order numbers on multi-agency incidents should be a combination of numbers and letters 17. In most cases, orders will have been placed prior to your arrival at the incident. You should draw a double line and initial the last item ordered prior to your arrival. -37-

64 ORDERING MANAGER UNIT 4 DEMOBILIZATION UNIT 4 OBJECTIVES: Upon completion of this unit, the trainee will be able to: 1. Describe what is to be done with placed and confirmed orders. 2. Explain the disposition of the Ordering Unit records. 3. Explain what is to be done with work materials and equipment. 4. List the steps in returning your work area to pre-incident condition. -38-

65 DEMOBILIZATION The Ordering Unit should be demobilized according to the Supply Unit Incident Demobilization Plan. The Plan will be provided by the Supply Unit Leader. Demobilization of the Ordering Unit will be an orderly process providing you have reconciled operational period orders and used the recommended status keeping system. When demobilization occurs, remove the orders in the placed and confirmed status files. Check with the requesting parties to determine if any items which have not been received will still be needed. If the order is still needed, indicate the current status of the order on the order form and advise the requesting party. Reconcile all orders where possible. Draw a double line under and initial the last order placed by you. This will indicate when you were relieved and no longer accountable for the ordering system. As personnel become surplus to your needs, notify the Supply Unit Leader so they can be reassigned or released. Some agencies require that the performance of incident personnel be documented. If this is the case, fill out the necessary performance rating forms for each person you supervised and review it with them. All ordering unit records should be as current and complete as possible. Turn all records over to the Supply Unit Leader, including: ordering logs current order forms, (with status noted) subordinate performance ratings Brief the Supply Unit Leader on the status of all pending orders, and provide any other important information. Check with the Supply Unit Leader and determine if the telephones or radios will still be needed. If not, make arrangements to have them removed. Return all work materials or equipment to the appropriate unit and clear any receipts for those items. Return your work area to its pre-incident condition. Remove all signs, litter and other material and police the area. -39-

66 PROGRESS CHECK 4 1. Upon demobilization, remove all orders in the placed and confirmed status files and: (Select one) a. cancel them b. check with Supply Unit Leader to see if they are still needed c. check with the requesting parties to see if they are still needed d. inventory them prior to leaving the base 2. Upon demobilization, turn all Ordering Unit records over to the: (Select one) a. Supply Unit Leader b. Logistics Chief c. Finance Section d. Cost Unit 3. Upon demobilization, return all work or to the appropriate unit and clear any for those items. 4. List three things to do in returning your work area to its pre-incident condition. a. b. c. -40-

67 5. As personnel become surplus to your needs, notify the reassigned or released. so they can be 6. You should brief the Supply Unit Leader on the status of all -41-

68 PROGRESS CHECK 4 ANSWERS 1. Upon demobilization, remove all orders in the placed and confirmed status files and: X a. kill them b. check with Supply Unit Leader to see if they are still needed c. check with the requesting parties to see if they are still needed d. inventory them prior to leaving the base 2. Upon demobilization, turn all Ordering Unit records over to the: X a. Supply Unit Leader b. Logistics Chief c. Finance Section d. Cost Unit 3. Upon demobilization, return all work materials or equipment to the appropriate unit and clear any receipts for those items. 4. List three things to do in returning your work area to its pre-incident condition. a. Remove signs b. Remove litter c. Police area -42-