Tasks to be completed when creating an operating procedure (from creation to publication)
Enter the Title of the procedure: Description of the operating procedure - Region (APAC, EMEA, LAM, NAM) - Country (Optional) - ERP (PI1, PF1, WP1)
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Once the procedure is completed, publish it using the GBS Credit Management approval workflow.
Table of contents
Objective and Scope
The objective of this operational procedure is to set up a step by step process for Heanor (Derby, United Kingdom) Industrial Materials plant ad'hoc shipments and define roles and responsabilities.
Ad'hoc shipments concern research and development samples and any other "out of regular production" shipment.
Scope
ERP
References
Attachments
-List of SAP generic part numbers (Annex A)
-Shipping Request Form (Annex B)
-Trade Beam manual screening process (Annex C)
-Customs clearance instructions template (Annex D)
-Samples Request Form (Annex E)
-Samples Request Validation procedure (Annex F)
1. Step by Step
Context
Heanor Research and Development Department is regularly shipping samples of product in development to prospects. In order for Heanor plant to be compliant while shipping those samples it is necessary to follow up a step by step procedure.
Step 1
The engineer has developped a new product and wants to ship it to a prospect. He prepares the sample, identifies the proper SAP generic part number (Annex A), fills in a shipping request form (Annex B) and attach the MSDS. All compliance information are mandatory. If the generic part number does not exist, he must ask data admin with product description for HS and ECCN code. The engineer asks data admin to confirm generic part number and then provides customer service and shipping the shipping request form and ask customer service to place the sample order in SAP.
Step 2
The customer service representative follows the samples request validation procedure (Annex E and Annex F) and screens the customer name, country of destination as well as license determination in Trade Beam and place the order in SAP is the customer is not listed on a sanctioned party list (Annex C). If a license is required, the customer service representative informs shipping.
Step 3
The logistics coordinator requests the license to authorities if needed.
Step 4
The logistics coordinator prepares the shipment, license reference is automatically printed on export documents, and sends the customs clearance instructions to the customs broker (Annex D).
Step 5
The process expert sporadically audit this process in order to remain compliant.
2. Roles and Reponsabilities
| Actor | Role | Responsibilities |
|---|---|---|
| R&D | Prepare the sample Look for correct SAP generic part number Ask confirmation on SAP part number to data admin Ask data admin for new SAP part number if product is not on the list Provide customer service and shipping the shipping request form and ask customer service to place the sample order | Engineer |
| GBU Compliance | Confirm new HS and ECCN codes | GBU Export Compliance Officer |
Customer Service | Enter the samples request and ask data admin for confirmation Manually screen the customer, country and product through Trade Beam Place the order according to R&D provided details | Customer Service Representative |
| Shipping | Prepare the shipment according to SAP order Manually screen the customer through Trade Beam Prepare the customs clearance instruction for the customs broker | Logistics Coordinator |
| SBS Compliance | Support logistics Audit the process | SBS Process Expert |
| Data Admin | Confirm SAP part numbers Create new SAP par numbers with new HS and ECCN codes Validate CRS samples requests | Data Admin |