Mecklenburg County Government



Attachment 6: LRS Job Action Sheets

The following are included as part of Attachment 6:

• LRS ICS

• JAS – LRS Manager

• JAS – Pick Unit Manager

• JAS – Pick Unit Technician

• JAS – Quality Control Unit Manager

• JAS - Quality Control Technician

• JAS – Safety Manager

• JAS – Security Manager

• JAS – Security Technician

• JAS – Shipping-Receiving Unit Manager

• JAS – Shipping – Receiving Technician

• JAS – Transportation Unit Technician

• JAS - Communications/IT Unit Manager

LRS ICS Chart

[pic]

Local Receiving Site (LRS)

Job Action Sheet: Communications/IT Unit Manager

Position assigned to:

You report to: LRS Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Organize and coordinate internal and external communication systems.

Qualifications: Significant IT/Communications experience

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Read this entire Job Action Sheet and review organizational chart | |

| | |

| | |

|Report to your Area and Task Force Leader |Initial when |

| |complete |

|Establish directory of significant contact phone/fax/cell/pager numbers | |

|Establish /Manage/Update a message system | |

|Issue communications equipment as needed | |

|Maintain a Unit Log of issued/returned equipment | |

|Meet with LRS Manager to receive briefing and develop action plan; deliver preliminary report on the communication status of the facility | |

|Assess current status of internal and external telephone system and report to LRS Manager | |

|Assure activation of computer system in all section areas | |

|Test alternate communication system | |

| | |

|Ongoing Tasks |

|Receive and hold all documentation related to internal facility communications |

|Report communication problems to LRS Manager |

|Maintain functional communication at all times both internal and external |

|Activate alternate communication system during failure of land lines |

|Ensure equipment is in working order |

| |

| |

|End of Shift |Initial when |

| |complete |

|Ensure all checked out equipment is returned | |

|Prepare end of shift report | |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-out/Check out | |

Local Receiving Site (LRS)

Job Action Sheet: Inventory Control Technician

Position assigned to:

You report to: Inventory Control Unit Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: To operate inventory system for distribution of SNS materials. To control inventory to assure efficient and accurate distribution of SNS medications and supplies.

Qualifications: Trained on inventory system

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Read entire Job Action Sheet | |

| | |

| | |

|Report to your Area and Inventory Control Unit Manager |Initial when |

| |complete |

|Receive briefing from Inventory Control Unit Manager | |

|Familiarize self with core data elements and redundant inventory systems methodologies | |

|Load receipt data into database | |

|Create 4 part pick lists, keeping on copy and sending 3 to pick team. Pick list should include, at a minimum: | |

| ■ Shipping address and point of contact, with telephone number | |

| ■ Quantity field, for recording number of pallets | |

| ■ Description of medical supplies | |

| ■ Comment that the LRS should be notified by delivery point upon receipt of delivery | |

|Notify Picking Unit when pick lists are ready | |

| | |

| | |

|Ongoing Tasks |

|Maintain documentation for all actions and decisions on a continual basis |

| |

| |

| |

| |

|End of Shift |Initial when |

| |complete |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-Out/Check Out | |

| | |

Local Receiving Site (LRS)

Job Action Sheet: Inventory Control Unit Manager

Position assigned to:

You report to: LRS Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Organize and direct the control of inventory to assure efficient and accurate distribution of SNS medications and supplies.

Qualifications: Should have leadership background and strong organizational skills. Experience on inventory system

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Read this entire Job Action Sheet and review organizational chart | |

|Meet with staff assigned to inventory to: | |

|■ Review forms and distribute supplies | |

|■ Review process of inventory control | |

|■ Review chain of custody of push package content | |

|Report to your Area and LRS Manager |Initial when |

| |complete |

| | |

| | |

|Ongoing Tasks |

|Provide routine briefings to LRS Manager |

|Supervise checking of stock level and ordering/requesting |

|Supervise tracking of inventory as it is received/shipped |

|Maintain proper temperature and security of SNS materials |

|Document all actions and decisions |

|Establish communication with the inventory data entry coordinator to: |

| ■ verify distribution of items to designated facility |

| ■ verify remaining inventory of specific items in data base | |

| ■ assure notification to LRS Manager of depleted inventory | |

|End of Shift |Initial when |

| |complete |

|Prepare end of shift report | |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-Out/Check out | |

| | |

| | |

Local Receiving Site (LRS)

Job Action Sheet: LRS Manager

Position assigned to:

You report to: Local SNS Coordinator

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Organize and direct aspects of the LRS Site management. Carry out directives of the SNS Coordinator. Support the Incident Action Plan.

Qualifications: Should have leadership background and strong organizational skills

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Initiate call list of staff assigned to LRS | |

|Collect LRS “Management Kit” from XXXX. | |

|Review this entire Job Action Sheet | |

|Conduct site walk thru and document any problems found | |

|Conduct a status/action plan meeting of all Managers to begin within 10 minutes of arrival at LRS. | |

|Assure land lines are functioning through Communications/IT | |

|Report to your Area and Task Force Leader |Initial when |

| |complete |

|Send hourly report to SNS Coordinator regarding activities of LRS site | |

| | |

|Ongoing Tasks |

|Observe staff for signs of stress, encourage rest periods and relief |

|Authorize resources as needed or requested by Unit Managers |

|Conduct routine briefings with Managers to receive status reports and update the Action Plan |

|Consult with Section Chief on needs for staff and volunteer responder food and shelter |

| |

| |

| |

|End of Shift |Initial when |

| |complete |

|Prepare end of shift report | |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-Out/Check Out | |

| | |

| | |

| | |

| | |

| | |

Local Receiving Site (LRS)

Job Action Sheet: Pick Unit Manager

Position assigned to:

You report to: Inventory Control Unit Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Provide overall supervision of staff responsible for filling orders for distributions for PODs, treatment centers, etc.

Qualifications: Should have leadership background and strong organizational skills

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Read this entire Job Action Sheet and review organizational chart | |

| | |

| | |

|Report to your Area and Task Force Leader |Initial when |

| |complete |

|Brief pick staff on procedures for obtaining additional supplies, security problems, inventory issues. | |

|Supervise storage of SNS Inventory | |

| | |

| | |

|Ongoing Tasks |

|Obtain product pick list for delivery points from Inventory Control |

|Determine picking order based on which location must have their product shipped first |

|Hand over pick lists to pickers |

|Assure pallets are loaded no more than 4-feet high |

|Assist pickers as needed |

|Supervise completion and copying of pick tickets for drivers |

|Correct any problems/issues that arise |

|Conduct staff debriefing |

|Ensure documentation is maintained for LRS inventory control activities |

|Document all activities and decisions |

| |

|End of Shift |Initial when |

| |complete |

|Prepare end of shift report | |

|Sign-Out/Check Out | |

|If relieved, fully brief your replacement before you end your shift | |

Local Receiving Site (LRS)

Job Action Sheet: Picking Unit - Technician

Position assigned to:

You report to: Picking Unit Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Pick materiel for distribution to delivery points.

Qualifications: No special qualifications needed

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Receive briefing from Picking Unit Manager | |

|Obtain and become familiar with all equipment necessary to fulfill your mission | |

|Obtain pick list from Picking Unit Lead | |

|Go to the location indicated on the pick list | |

|If you are sent to an unopened container, break the seals with a quick snap or scissors/knife | |

|Pull the locking bars toward the center of the container. Use the strap to lift up and out from the bottom | |

|Remove the packing list and container layout from the front pocket and place them in the container | |

|Slide the container door to lean on the right side of the container | |

|Report to your Area and Pick Unit Manager |Initial when |

| |complete |

| | |

|Ongoing Tasks |

|Select the required product |

|The pick list will provide you with the item number and description of the product |

|If you don’t see the product immediately, refer to the container layout to find where it is located |

|Check each carton to ensure you pick the right item (many look alike) and to see the lot number |

|Record the lots and expiration dates of the product selected |

|Tell the person picking the product needed and the quantity |

|Annotate the lot number and expiration date for every product selected on the pick sheet |

|When all pallets are picked for the order, label each pallet with its destination and assign a number (1 of 1, 1of 3, 2 of 3). |

|Verify that everything on the pick list is on a pallet for the order |

|Stack pallet with largest/heaviest cases on base and work up. Restack, as needed. |

|Do not let product hang over the edge of the pallet and do not stack more than 4-feet high. |

|Transport completed pallet to Quality Control |

|Leave pick list with Quality Control |

|Let quality assurance know that the order is complete |

|End of Shift |Initial when |

| |complete |

|Sign-Out/Check Out | |

|If relieved, fully brief your replacement before you end your shift | |

Local Receiving Site (LRS)

Job Action Sheet: Quality Control Technician

Position assigned to:

You report to: Quality Control Unit Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Ensure SNS product picked and staged for shipping is accurate and in good condition.

Qualifications: No special qualifications needed

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Receive briefing by Team Leader | |

|Review job action sheet | |

|Obtain all required supplies for execution of duties | |

|Review documents on QA/QC procedures | |

|Review procedures for reporting and resolving discrepancies noted during execution of QA/QC duties | |

|Report to your Area and Quality Control Unit Manager |Initial when |

| |complete |

| | |

| | |

|Ongoing Tasks |

|Ensure that all pallets are validated for each order: |

|The pick list is with the pallet(s) |

|Quantities are correct; if not, work with Picking Unit Lead to correct |

|Ensure that cases are in good condition and are properly stacked |

|Pallet labeling is correct |

|Sign the pick list, keeping the QA/QC copy |

|Document number of boxes/cases/pallets of product to be shipped on BOL |

|Wrap the cases on the pallet with stretch film |

|Notify Transportation Unit that order is ready for shipping |

|Maintain documentations for all actions and decisions on a continual basis |

| |

| |

|End of Shift |Initial when |

| |complete |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-Out/Check Out | |

| | |

| | |

| | |

Local Receiving Site (LRS)

Job Action Sheet: Quality Control Unit Manager

Position assigned to:

You report to: LRS Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Provide overall supervision and control over Quality Control issues.

Qualifications: Should have leadership background, and strong organizational skills

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Read this entire Job Action Sheet and review organizational chart | |

|Obtain all required supplies for execution of duties | |

|Review documents on QA/QC procedures | |

|Review procedures for reporting and resolving discrepancies noted during execution of QA/QC duties | |

| | |

|Report to your Area and Task Force Leader |Initial when |

| |complete |

| | |

| | |

|Ongoing Tasks |

|Ensure that all pallets are validated for each order: |

| ■ Correct quantity |

| ■ Cases are in good condition and properly stacked |

| ■ Pallet labeling is correct (pallet numbers and destination) |

|Correct any discrepancies on the pick list, if needed |

|Sign the pick list as being inspected by quality assurance |

|Wrap the cases to the pallet with stretch film, tight enough to avoid shifting during transit. |

|Brief staff on procedures for obtaining additional supplies, security problems, inventory issues, etc. |

|Supervise checking of inventory |

|Supervise monitoring of picking/storing and shipping/receiving process |

|Correct any problems or issues that arise |

|Maintain documentations for all actions and decisions on a continual basis |

|Provide original pick list to Inventory Control |

|End of Shift |Initial when |

| |complete |

|Prepare end of shift report | |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-Out/Check Out | |

Local Receiving Site (LRS)

Job Action Sheet: Safety Manager

Position assigned to:

You report to: LRS Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Monitor incident operations to develop protective measures for personnel safety.

Qualifications: Should have leadership background and strong organizational skills

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Read this entire Job Action Sheet and review organizational chart | |

| | |

| | |

| | |

| | |

|Report to your Area and LRS Manager |Initial when |

| |complete |

| | |

|Determine overall site safety policy with LRS Manager | |

|Identify and make known safety issues | |

|Ongoing Tasks |

|Participate in meetings and briefings to ensure safety is considered in LRS operations |

|Monitor LRS operations for safety concerns |

|Notify LRS Manager of safety issues |

|Notify staff of safety concerns |

|Document all actions and decisions |

|Observe all staff and volunteers for signs of stress; provide adequate rest |

|Recommend staff resources needed to LRS Manager |

|Post security as needed (through Security) |

|End of Shift |Initial when |

| |complete |

|Prepare end of shift report | |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-out/Check out | |

| | |

| | |

| | |

Local Receiving Site (LRS)

Job Action Sheet: Security Manager/Coordinator

Position assigned to:

You report to: LRS Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Supervise and control security operations for the LRS and transportation vehicles.

Qualifications: Should have leadership background, previous experience in security/law enforcement and strong organizational skills.

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Read this entire Job Action sheet and review organizational chart | |

|Review Incident Action Plan (IAP) for the LRS | |

| | |

|Report to your Area and Task Force Leader |Initial when |

| |complete |

|Review exterior building security, access, exits, parking and take action as needed | |

|Determine staffing needs and request staff as needed | |

|Develop onsite staff assignments and work schedules | |

|Provide input to LRS Manager on IAP | |

|Establish access protocols- identification, etc. | |

|Prevent and remove unauthorized persons from restricted areas. | |

|Brief all security staff | |

| | |

|Ongoing Tasks |

|Determine operation hours and staff coverage needed |

|Supervise internal, external and vehicle security operations |

|Conduct staff debriefing |

|Provide safety and security for personnel, pharmaceuticals, vaccines, equipment and supplies |

| |

|End of Shift |Initial when |

| |complete |

|Prepare end of shift report | |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-Out/Check Out | |

| | |

| | |

| | |

| | |

Local Receiving Site (LRS)

Job Action Sheet: Security Staff Technician

Position assigned to:

You report to: Security Manager/Coordinator

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Monitor and have authority over safety/security of the LRS operations. Enforce scene/facility protection and traffic security.

Qualifications: Sworn Law Enforcement Officer

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Read entire Job Action Sheet | |

| | |

| | |

|Report to your Area and Security Manager/Coordinator |Initial when |

| |complete |

| | |

| | |

| | |

| | |

| | |

| | |

| | |

| | |

|Ongoing Tasks |

| |

|Receive appointment and briefing from Security Coordinator |

|Prevent and remove unauthorized persons from restricted areas |

|Maintain and enforce access protocols – identification, etc. |

|Identify and report all hazards and unsafe conditions to the Security Coordinator |

| |

| |

|End of Shift |Initial when |

| |complete |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-Out/Check Out | |

| | |

| | |

Local Receiving Site (LRS)

Job Action Sheet: Shipping/Receiving Technician

Position assigned to:

You report to: Shipping/Receiving Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: To control accurate receiving of SNS supplies and loading of supplies onto transportation vehicles.

Qualifications:

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Read entire Job Action Sheet | |

| | |

| | |

|Report to your Area and Shipping/Receiving Manager |Initial when |

| |complete |

|Ensure all incoming stock is inspected for quality and quantity | |

|Determine storage locations of received product | |

|Ensure that Inventory Control is informed of all received stock and its condition | |

|Sign Bill of Lading from delivery truck | |

|Assist in unloading, inspecting, and storage of stock | |

|When notified that an order is ready to ship, and the carrier for the shipment has arrived, move the product to the truck: | |

|■ Verify that all of the pallets for the order are accounted for | |

|■ Reverse load multiple shipments on the truck so that the first one to be delivered is the last loaded | |

|■ Balance the load on the truck to keep pallets from shifting during transport | |

| | |

| | |

|Ongoing Tasks |

|Provide the driver with the original BOL and pick list and keep a copy of the BOL for your records |

|Place the BOL in pending delivery file |

|Call the delivery point after the estimated time of delivery has passed to confirm receipt of order |

|Once receipt is confirmed, annotate the BOL as complete and file it in the completed file |

| |

| |

|End of Shift |Initial when |

| |complete |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-Out/Check Out | |

Local Receiving Site (LRS)

Job Action Sheet: Shipping/Receiving Unit Manager

Position assigned to:

You report to: Inventory Control Unit Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Provide overall supervision and control over receiving of SNS supplies and loading of supplies onto transportation vehicles.

Qualifications: Should have leadership background and strong organizational skills

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Read this entire Job Action Sheet and review organizational chart | |

|Brief staff on procedures for obtaining additional supplies, security problems, inventory issues, etc. | |

|Report to your Area and Task Force Leader |Initial when |

| |complete |

|Fill out Bill of Lading (BOL) for all shipments | |

|Ongoing Tasks |

|Supervise receiving of SNS materials: |

| ■ Ensure all incoming stock is inspected for quality and quantity |

| ■ Determine storage locations of received product |

| ■ Ensure that Inventory Control is informed of all received stock and its condition |

| ■ Sign Bill of Lading from delivery truck |

| ■ Assist in unloading, inspecting, and storage of stock |

|When notified that an order is ready to ship, and the carrier for the shipment has arrived, move the product to the truck: |

| ■ Verify that all of the pallets for the order are accounted for |

| ■ Reverse load multiple shipments on the truck so that the first one to be delivered is the last loaded |

| ■ Balance the load on the truck to keep pallets from shifting during transport |

|Confirm that the driver is provided with the original BOL and pick list and keep a copy of the BOL for your records |

|Confirm that the BOL is placed in pending delivery file |

|Confirm that the delivery point has been called after the estimated time of delivery has passed to confirm receipt of order |

|Confirm that once receipt is confirmed, the BOL is annotated as complete and file it in the completed file |

|Assist shipping personnel with loading trucks |

|Supervise loading of vehicles for transporting of SNS materials |

|Ensure drivers are knowledgeable of chain of custody procedures |

|Maintain chain of custody documentation from drivers |

|End of Shift |Initial when |

| |complete |

|Prepare end of shift report | |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-Out/Check Out | |

Local Receiving Site (LRS)

Job Action Sheet: Transportation Unit Manager

Position assigned to:

You report to: LRS Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Monitors planning for the best possible route for distribution of SNS assets from the LRS site to dispensing sites (treatment centers, PODs, other dispensing sites) under existing circumstances for all required trips and may provide written driving instructions for drivers.

Qualifications: No special qualifications needed

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Receive briefing by Team Leader | |

|Review job action sheet | |

|Obtain all required supplies for execution of duties | |

|Review trips via electronic mapping systems or manual maps material under current road/traffic conditions | |

|Confirms determination of most appropriate shipping routes | |

|Report to your Area and Task Force Leader |Initial when |

| |complete |

| | |

|Ongoing Tasks |

|When notified by Quality Control that an order is ready to ship: |

| ■ Confirm availability of carrier |

| ■ Oversee loading of shipment onto truck |

| ■ Provide drivers with maps/driving instructions |

| ■ Confirm that truck is sealed/secure |

| ■ When shipment is underway, notate time of departure on pick list |

| ■ Ensure driver has proper paper work for delivery and is knowledgeable of chain of custody procedures |

|Confirms the return of original pick list to Inventory Control Unit |

|Confirms arrangements (24/7) for fuel, repair, and recovery services for disabled vehicles |

|Confirms of how and where drivers will be able to purchase fuel from commercial sources |

|Credential and identify delivery vehicles and drivers so they can operate without interference or delay. Distribute vehicle signs and ID badges. |

|Report any problems to the Team Leader |

|Maintain documentations for all actions and decisions on a continual basis |

|End of Shift |Initial when |

| |complete |

|Prepare end of shift report | |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-Out/Check Out | |

Local Receiving Site (LRS)

Job Action Sheet: Transportation Unit Technician

Position assigned to:

You report to: Inventory Control Unit Manager

Equipment/Supplies:

PPE: As instructed

Area: __________________________

Mission: Plan the best possible route for distribution of SNS assets from the LRS site to dispensing sites (treatment centers, PODs, other dispensing sites) under existing circumstances for all required trips and may provide written driving instructions for drivers.

Qualifications: No special qualifications needed

Training:

|Initial Actions on Arrival |Initial when |

| |complete |

|Receive briefing by Team Leader | |

|Review job action sheet | |

|Obtain all required supplies for execution of duties | |

|Review trips via electronic mapping systems or manual maps material under current road/traffic conditions | |

|Determine most appropriate shipping routes | |

|Report to your Area and Task Force Leader |Initial when |

| |complete |

| | |

|Ongoing Tasks |

|When notified by Quality Control that an order is ready to ship: |

| ■ Confirm availability of carrier |

| ■ Oversee loading of shipment onto truck |

| ■ Provide drivers with maps/driving instructions |

| ■ Confirm that truck is sealed/secure |

| ■ When shipment is underway, notate time of departure on pick list |

| ■ Ensure driver has proper paper work for delivery and is knowledgeable of chain of custody procedures |

|Return original pick list to Inventory Control Unit |

|Arrangements (24/7) for fuel, repair, and recovery services for disabled vehicles |

|How and where drivers will be able to purchase fuel from commercial sources |

|Credential and identify delivery vehicles and drivers so they can operate without interference or delay. Distribute vehicle signs and ID badges. |

|Report any problems to the Team Leader |

|Maintain documentations for all actions and decisions on a continual basis |

|End of Shift |Initial when |

| |complete |

|Prepare end of shift report | |

|If relieved, fully brief your replacement before you end your shift | |

|Sign-Out/Check Out | |

-----------------------

LRS Manager

Operations Section

Logistics Section

Inventory Processing Branch

Inventory Control Unit Manager

Pick Unit Manager

Quality Control Unit Manager

Receiving/ Shipping Unit Manager

Transportation Branch

Transportation Unit

Manager

Security Branch

Security Manager//Coordinator

Communications/IT Unit

Manager

Inventory Control Technician

Transportation Unit Technician

Security Staff Technician

Pick Unit Technician

Shipping//Receiving Technician

Quality Control Technician

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