Operating instructions
I. Introduction
The Beltsville Service Center is operated by the Departmental
Administration, Office of Operations, U. S. Department of
Agriculture.
The following are key areas of responsibility to assist you
with any service concerns that you may have with the Beltsville
Service Center (BSC):
- Operation Area (Manager) FTS or Area Code 301
- Inventory Control/ Electronic Access - 394-0400
- Customer Order Processing - 394-0400
- Shipping/Receiving - 394-0400
- Quality Control/Agency Liaison - 394-0400
- General Manager - 394-0400
The warehouse operating facilities are located at the Beltsville
Service Center, 6351 Ammendale Road, Beltsville, Maryland
20705. Operating hours are 8:00 a.m. to 4:30 p.m., Monday
through Friday, except for legal government holidays.
Hereafter, the Beltsville Service Center will be
referred to as BSC.
II. Purpose
The BSC provides inventory control, warehousing and distribution
of forms and publications for participating federal agencies
and activities by mutual agreement. These summary operating
instructions establish functional responsibility for control
of forms and publications inventories located in the BSC warehouse
and customer use of the BSC services.
Hereafter, participating federal agencies and activities
will be referred to as user agencies.
III. Billing
Each user is billed monthly for their cost share of the
warehouse and distribution services. This cost share is determined
by the percentage of square feet a user's inventory occupies
in the warehouse for agency stored forms and for their usage
of AD and SF forms. In addition to the standard user's cost
share, an agency's request for special handling or services
will be recovered on an actual cost basis from the requesting
agency. USDA's office of Finance and Management forwards the
billing data to the National Finance Center in New Orleans
which in turn does the actual billing. For non- USDA agencies,
billings are done via the SF 1081, Transfer of Funds. Billing
inquiries should be directed to the Working Capital Fund Staff
on FTS or (202) 720-1885.
IV. BSC Responsibility
- Operate the forms and publications warehousing
facility.
- Develop and maintain an operating budget.
- Establish and maintain a perpetual inventory
of all forms and publications by stock number and title.
- Determine appropriate warehouse stock locations
and required warehouse space for each inventory.
- Determine the percentage of warehouse space used
for billing purposes.
- Provide user agency Inventory Managers daily,
monthly, quarterly, and year-end inventory statistical data
provided in item VI and VII below.
- Provide technical assistance to user agency program
personnel.
V. User Agency Responsibility
- Designate an Inventory Manager for control and
coordination of each form and/or publication inventory stored
at the BSC.
- Establish initial inventories by providing the
BSC with inventory data to include: stock item number, title,
edition date, construction, unit- of-issue, annual stock
quantity, and reorder level for each stock item. Other statistical
and historical data may be provided if compatible with BSC
automated inventory system.
- Establish customer ID codes by submitting CFPDC
Form 4 for each new customer address.
- In concert with BSC, maintain inventory stock
control in accordance with items VI, VII, VIII, and IX below.
VI. Inventory and Reorder Levels
The BSC encourages Inventory Managers to order a one year
supply for revisions and reprints of forms and publications
based on the rate of issue, the length of time needed to replenish
stock, and conditions peculiar to the item itself, such as
seasonal usage or pending discontinuance. An estimated one-year
supply should be initially ordered for new forms and publications,
after which, all subsequent order quantities should be determined
by the automated inventory system's economical ordering quantity
(EOQ). The reorder quantity of a form or publication may also
depend on such factors as availability, program usage increases/decreases,
outstanding backorders, etc.
VII. Reports
The automated inventory system provides ongoing daily, monthly,
and quarterly reports to Inventory Managers. The system enables
Inventory Managers to query the system via READ ACCESS ONLY
capability. This should assist staff with day-to-day stock
status inquiries.
- Reorder Level Notices are provided when a stock
item reaches its minimum stock quantity level. Inventory
Managers should review the stock item with program personnel
to determine if changes should be made to the item itself
or to inventory levels. If no changes are necessary, a copy
of the notice should be immediately returned to BSC with
replenishment order data included. If changes are necessary,
CFPDC Form 2 should accompany the return of the notice to
BSC with required changes indicated.
- Depletion of Stock Notices are provided when
stock quantities are completely exhausted. If the action
required in item A above has not already been taken, it
should be expedited. Stock outages create backorders which
can severely effect order processing efficiency when allowed
to accumulate.
- Receipt of Stock Notices are provided when replenishment
stock is received from printers. Two copies of the stock
item received will be attached to the Notice for the Inventory
Managers inspection. The BSC should be immediately notified
if there are any discrepancies in the printing.
- Monthly Stock Status Reports are provided to
Inventory Managers. These reports include a shipment summary,
a stock receipt summary, a backorder summary, and a stock
dispensed summary.
- Quarterly Inventory Reports are provided to
Inventory Managers. An analysis of these reports will provide
information on fast and slow moving stock items. Non-moving
stock items will be highlighted for user agency disposition
action determination. This report also provides year-to-
date and year-end historical information.
VIII. Stock Control
After establishment of the initial inventory at the BSC,
the CFPDC Form 2 must be submitted to the BSC prior to shipping
any new inventory. New stock items will be added to the appropriate
inventory and a confirmation copy of CFPDC Form 2 will be
returned to the user agency's Inventory Manager.
IX. Ordering
- Website Ordering. User agencies are strongly
urged to use the website at WWW.BSC.USDA.GOV when ordering
forms and publications from the BSC. This method may be
used if the ordering office has an appropriate computer
terminal and telephone modem. The BSC strongly encourages
the use of this method because it reduces required order
turn-around time and minimizes data entry time and errors.
- Mail Orders. Ordering offices must submit CFPDC
Form 1 when ordering 15 line items or less. When ordering
more than 15 line items, use CFPDC Form 1A (Continuation
Sheet). Transfer the order number from CFPDC Form 1 to the
order number space provided on CFPDC Form 1A. This method
will be honored, however, the website method is preferred.
- Seasonal or Periodic Distribution. Required
distributions are negotiated and processed on an "as
needed" basis. Bulk distributions should be held to
a minimum. This distribution method should only be used
when absolutely necessary to meet user needs. The BSC operation
is based on an on-demand response and bulk distribution
interferes with the orderly flow of normal user orders.
X. Accountable Stock Items
- Use. Accountable stock are those forms and other
items which can be used to gain financial profit or advantage.
For example, SF-1169, U.S. Government Transportation Request,
is an accountable form because it can be used by the bearer
to obtain transportation at Government expense. An agency
photo ID card is an accountable form because it can be used
to identify the bearer as an employee and allow the bearer
access to Government buildings. When user agencies require
accounting for certain controlled items, CFPDC Form 2 should
be completed providing instructions on control needs.
- Serial Number. All accountable stock items should
be serially numbered to keep track of them. However, all
serially numbered items are not necessarily accountable
stock items.
- Controls. The General Accounting Office requires
accurate accountability for those forms and other items
which are classified as accountable. Adequate controls must
be followed to prevent duplication of numbers and to maintain
integrity and security of stock.
- Shipment of Accountable Stock Items. Shipment
of accountable stock items is made only by a method of transportation
which requires signature control and return receipt service
or by messenger for the local Washington, D.C., metropolitan
area. AD- 107A, Report of Transfer-Accountable Items (Printout),
will accompany each accountable stock item shipment. The
receiving officer must sign and return a copy of AD-107A
to BSC.
- Inquiries. If there are any questions about
whether an inventory item should be classified as an accountable
stock item, contact BSC.
XI. Order Turn-Around
- Routine orders are to be shipped within two
working days after the date of receipt of the order or order
entry into the electronic ordering system. This turnaround
does not include time required for mailing order or shipment
delivery.
- Rush orders are to be shipped within one working
day after the date of receipt of the order or order entry
into the electronic ordering system.
- Emergency orders should be referred to the CFPDC
user Agency Liaison Representatives.
XII. Required Forms
Copies of forms to use when doing business with the BSC are
attached in Appendix B.
- AD 687 - Forms Action Request and Notice (Departmental
Forms and Publications)
- CFPDC Form 1 - Request for Forms and Publication
- CFPDC Form 1A - Request for Forms and Publication
Continuation Sheet
- CFPDC Form 2 - Forms Action Request and Notice
Agency Forms and Publications)
- CFPDC Form 4 - Customer File Action Request
Form AD-14 and AD-14A are no longer used for ordering forms
from BSC.
http://www.ocio.usda.gov/forms/cfpdc_guidance.html
Last Modified:
10/25/2007
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