TLIA3015 – Analyse order to identify work requirements Copy

TLIA3015 – Analyse order to identify work requirements Copy

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Element 1: Analyse order to identify work requirements

1.1 – Order request documentation is interpreted

By the end of this chapter, the learner should be able to:

  • Convey information in order request documentation to others. Documentation may include:
  • manifests
  • purchase orders
  • checklists.

Order request documentation

A wide variety of documentation is used in the transport and logistics industry. Order request documents are ones that are used to arrange a transfer of goods from one organisation to another. You will need to understand the different types that you may have to work with and the information contained within them.

Documentation may include:

  • Goods identification numbers and codes
  • Manifests, picking slips, merchandise transfers, stock requisitions and bar codes
  • Codes of practice and regulations relevant to the receiving of goods
  • Australian and international regulations and codes of practice for the handling and transport of dangerous goods and hazardous substances
  • Operations manuals, job specifications and induction documentation
  • Manufacturers specifications for equipment
  • Workplace procedures and policies
  • Supplier and/or client instructions
  • Dangerous goods declarations and Safety Data Sheets (where applicable)
  • Award, enterprise bargaining agreement, other industrial arrangements
  • Relevant Australian standards and certification requirements
  • Quality assurance procedures
  • Emergency procedures.

Manifests

Manifests are documents used to summarise the contents of a delivery, including the items contained within, their condition and quantity. Each manifest relates to a particular journey, whether by land or sea.

Manifests will contain information about:

  • The consignor (the seller who is delivering the goods)
  • The consignee (the purchaser of the goods)
  • The destination and origin of the goods
  • The items contained and their quantity
  • The value of the items
  • Hazard warnings (e.g. flammability, explosiveness)
  • Packaging type
  • International travel, such as:
    • country and port of origin
    • immigration information.

The manifest should also include the contact details of all parties, including the company that shipped the goods, in case you need to contact any of them.

Purchase orders

The most common method of ordering stock from a supplier is completing a purchase order form. These will specify the type of product, the quantity and the price. Each purchase order will have an individual number that you will need to coordinate with your supplier. If you have different numbers, it can cause significant problems for you.

A purchase order is effectively a legal offer to purchase the goods and services from your supplier in exchange for payment. In existing supplier relationships, the delivering and processing of the order will usually have been agreed beforehand. However, in new relationships, you will need to discuss how this will be handled, such as who is responsible for the cost of shipping. Remember to use a purchase order number to track these discussions.

Finally, ensure that payment is made in accordance with the purchase order. If there are any problems with the items such as delays, discuss this with the supplier as this may affect payment. Any unresolved issues are likely to have a negative impact on the relationship.

Checklists

You may be required to complete a checklist when you receive the goods to determine whether all of your organisation’s needs are met. Note that not all delivery people will want to wait while you perform these checks; only sign for the goods without completing the checks if you can sign for them as ‘unchecked’. This gives you the right to return them if you identify problems.

Problems that may occur include:

  • Wrong goods being delivered
  • Incorrect quantity (either too many or too few)
  • Incorrect billing (either too high or too low)
  • Damage to goods that prevent them from being used safely or being sold to customers.

You should be especially careful of damage to hazardous products. If the containers which corrosive or toxic chemicals are in are damaged, they can easily leak out, contaminating other goods and causing harm to people in the workplace.

When you identify damaged goods, you could:

  • Refuse the delivery and ask for a refund or redelivery
  • Accept the goods, writing on the form that they are damaged, with the option to have them replaced later.

It is important to make the supplier aware immediately that they are damaged. Try to get any phone conversations backed up with written documentation as evidence. Otherwise, you may not be able to prove it wasn’t you that damaged the goods.

You will also need to inform your supervisor quickly and complete appropriate documentation. You should fully describe the damage and the impact this will have on the products. Even if they are dented, they may be suitable for internal use. For example:

1.2 – Product/s in order are noted and workplace location/s are identified

By the end of this chapter, the learner should be able to:

  • Research relevant products and their characteristics
  • List relevant workplace locations, its hazards and the necessary housekeeping that should be undertaken there.

Products

Different products will need to be transported in different ways. When you look at order request documentation, you should work out the different requirements of each. If you are unsure what the products are, find out from someone in the organisation who knows.

Consider the products’:

  • Size
  • Weight
  • Quantity
  • Shape
  • Special requirements, such as:
    • minimising hazards or danger
    • transporting chemicals
    • temperatures
  • Condition (e.g. any existing damage)
  • Value
  • Insurance

Locations

It is also important to have knowledge of the various locations in a workplace that will affect the receiving or dispatching of goods. These will vary in each workplace.

Locations may include:

  • Storage areas, such as:
    • cupboards
    • warehouses
    • archives
    • fridges or freezers
    • designated hazardous substance storage areas
  • Production areas
  • Packing areas
  • Delivery areas
  • Administration areas
  • Locations of people you have to interact with, including managers and accountants.

You will need to identify any areas that are mentioned in the documentation. For example, where are the goods being delivered too? Where will they be stored? How will they be moved between the two areas?

There may also be obstacles in the different locations that will affect how you carry out the work. You will need to consider these before finalising documentation. Obstacles are any physical objects that will make it more difficult to complete your job. They may be either temporary or permanent and can be caused by poor housekeeping or poor workplace design.

Obstacles may include:

  • Boxes
  • Storage areas
  • Pallets
  • Furniture
  • Uneven floors.

In addition, hazards can pose potential harm to employees.

Hazards in the workplace may include:

  • Chemicals
  • Dangerous or hazardous substances
  • Movements of other equipment, goods and materials
  • Oil or water on floor
  • A fire or explosion
  • Damaged packaging or pallets
  • Debris on floor
  • Poorly stacked pallets
  • Faulty equipment.

For example, imagine you had to transport reactive chemicals through the organisation to a loading bay. It would be unwise to take it through any areas with open fires or other chemicals. You would also need to know there was no chance of them being knocked over by people or machinery. Therefore, you would use your knowledge of the areas to plan a suitable route.

Housekeeping

Housekeeping means ensuring that the workplace is suitable to conduct the required activities in. It shouldn’t be dangerous or hazardous in any way. For example, water on the floor could cause a serious accident if you are required to move heavy goods.

Accidents that can be prevented by good housekeeping include:

  • Tripping over loose items
  • Falling down stairs
  • Objects falling on employees
  • Walking into badly stacked objects
  • Cutting themselves on protruding nails or other hazards.

If you identify any housekeeping problems while transporting goods to the storage area, you should assess whether it is safe for you to continue. It may be quicker in the long-term to resolve the hazard than ignore it and come back later. You should also inform the relevant people so other people aren’t affected by it.

Good housekeeping includes:

  • Cleaning up mess created during the shift (e.g. empty boxes, items on floor)
  • Posting signs that alert people to hazards (e.g. ‘Caution – Wet floor)
  • Removing waste following the organisation’s procedures
  • Storing unused materials
  • Routinely cleaning dust and dirt
  • Inspecting to make sure there are no unusual or uncontrolled hazards
  • Cleaning surfaces and ensuring there are no loose liquids, dust or chips
  • Maintaining employee facilities (e.g. toilets, showers, changing areas)
  • Keeping aisles/stairways clear
  • Cleaning up spills.

1.3 – Workplace and product knowledge are used to organise documentation

By the end of this chapter, the learner should be able to:

  • Create or modify appropriate organisation systems for documentation.

Organising documentation

If you have a large amount of documentation, it can be useful to organise it so you can find the relevant ones when needed. Your organisation may have an existing system that you should follow; however, you could also adapt it to meet your individual needs.

Documentation may need to be organised according to:

  • Location: Organising documents in different locations according to where you will be when you require them; often used on large sites or organisations with multiple areas
  • Schedule: Organising documents according to when the despatches/arrivals are scheduled to occur; used for busy organisations with numerous deliveries or despatches per day
  • Priority: Organising according to which outcome is most important to the organisation; for example, with goods that need to be stored quickly before they are damaged.

You will need to use your workplace and product knowledge to maximise efficiency with your organisation. Consider when and where you will need documentation, and how you can organise them to support this?

Documents may be stored in administrative areas, such as an office, or carried around on clipboards. Some documentation can also be filled in using technology such as tablets and handheld computers, which will make organisation easier and more efficient.

Relevant aspects of workplace and product knowledge may include:

  • Areas where specific duties are carried out
  • Workplace and delivery schedules
  • Documentation needed for specific duties.

1.4 – Required schedules for order movement are identified and noted as required

By the end of this chapter, the learner should be able to:

  • Access workplace schedules and all relevant information contained in them.

Schedules

Schedules are important in the logistics industry. Organisations may receive and dispatch dozens of shipments per day; schedules ensure that there is an order and routine to this, which allows you to sufficiently prepare.

Information included in schedules may include:

  • Expected date and time of delivery/despatch
  • Items to be delivered or despatched
  • Destination
  • Shipment number or identifying information.

Schedules may be stored in various places, including physical documents in your workplace and digital files on the Intranet. Note that they may be updated regularly as new, more accurate information becomes available.

You will need to identify all relevant information in the schedule. This could include:

  • Products that are being moved
  • Scheduled time of the move
  • Destination
  • Transport
  • Any preparation you need to complete (e.g. packaging).

1.5 – Special aspects of order such as dangerous/hazardous goods or temperature controlled goods are identified and information on required documentation procedures and relevant regulatory requirements is identified, accessed and interpreted

By the end of this chapter, the learner should be able to:

  • Access information regarding relevant special aspects of transport
  • Take necessary safety precautions.

Special aspects of orders

Some orders may have special aspects which you will need to consider in order to transport them safely. You will need to interpret all information relevant to this. Special aspects of order may include dangerous or hazardous goods or temperature controlled goods.

When transferring goods with special requirements, you may need to consider:

  • Classification
  • Packaging and performance testing
  • Use of bulk containers
  • Marking and signage
  • Vehicle requirements
  • Segregation and storage
  • Transfer of bulk dangerous goods
  • Documentation
  • Safety equipment, including Personal Protective Equipment (e.g. PPE)
  • Equipment to assist with manual handling
  • Procedures during transport emergencies
  • Dangerous goods list with UN numbers.

(Source: https://infrastructure.gov.au/transport/australia/dangerous/dg_code_7e.aspx)

Temperature

Some goods need to be transported at specific temperatures, such as perishable goods which need to remain cool so they don’t spoil and chemicals which can become reactive when warmed. Vehicles can be temperature controlled so the goods remain a specific heat.

In order to ensure that goods remain the correct temperature while they are being stored, loaded and unloaded, readings are often taken and recorded. This can provide evidence that the organisation has followed procedures if somebody later complains. Readings should be taken using accurate equipment and recorded in a consistent manner. For example:

From this, you can see that Batch 1 and 3 were temperature controlled properly, but Batch 2 wasn’t. An employee should be able to identify this from the paperwork and take corrective actions, ensuring that they follow protocols and legislation.