Transcript General Presentation

Logistics Overview
Logistics Group - SPL Division
Summary
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Why such a presentation?
SPL-LS Group Organigramme
Shipping
Stores
Open discussion
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Why such a presentation?
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Many things have changed in the Stores and
Shipping (to inform CERN Users),
CERN faces a transition period (after LEP dismantling
and before LHC exploitation),
Adequate Logistics services with CERN Users’
needs,
Collect CERN Users’ feed back and suggestions,
Improve the communication and collaboration with
CERN Users.
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SPL-LS Organigramme
Group Leader
M.Tiirakari
Section Leader
Shipping and Distribution
T.Wegelius
15 people
Section Leader
Stores
JC.Greggio
16 people - 1 staff
Section Leader
Product Management
JP.Lyonne
12 people - 3 staff
Section Leader
I.Mardirossian
Purch and Fin Analysis
3 people - 1 staff
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SHIPPING
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Main Tasks
Shipping
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Management of all external movements of material, worldwide, which are for the account of the Organization, or on
the request of collaborating research institutes.
The study of the most suitable and cost-effective means of
shipping (Sea, Land, Air) materials and goods both to and
from CERN, and from one contractor to another for the LHC
project.
The application of all customs, transit and licensing
procedures, in particular in France and Switzerland.
Shipments of Dangerous Goods according to International
rules and regulations, with the support of TIS/RP Group
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SHIPPING
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Main Tasks
Co-ordination of the LEP dismantling, with packing, securing,
loading of the material, and ordering the transport units
according to established schedules
Preparing and Issuing of documents and papers (transport
order, export declaration, proforma invoice)
Receiving and Distribution
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Reception, identification and quantitative control of all
goods delivered to CERN
Internal distribution of all goods as well as the collection
and packing of goods for shipment from CERN
Starting of all initial damage reporting procedure, if needed.
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SHIPPING
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Section Organisation
15 Persons
8 CERN Staff members
7 outsourced persons
The Services;
Export, Import, Customs,
Distribution, Goods Reception
Goods Reception Prévessin (F)
Meyrin
Logistics Group - SPL Division - Logistics Overview
(CH),
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SHIPPING
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Section Organisation
Section Leader: Tom WEGELIUS
Customs and
price inquiries :
Gérald FRICK
73312
Import Meyrin:
Birgit REHTMEYER
Import Prévessin: Monique VIBERT
Export Meyrin:
Brigitte BENOIT-JEANNIN
Export Prévessin: Alistair LANZ
Reception Meyrin: Patrick DHOTE
Reception Prevessin: Norbert CAILLET
Logistics Group - SPL Division - Logistics Overview
79947
73701
74432
75989
73686
74691
75657
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SHIPPING
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A Few Figures
From small parcels to oversized heavy special transports
Received 35.037 deliveries during the year 2000, from
which 5.977 through Customs formalities (5.665 AM + 312 AP)
7.270 Shipments from CERN in year 2000 (EM+EP)
Strong increase of treated requests during the current year
2001 compared to the same period in previous year 2000;
Jan.-Aug. 2001, an increase of 75% for Shipments from
CERN Meyrin (EM), same level as in previous year 2000 for
CERN Prévessin (EP)
Jan.-Aug. 2001, an increase of 60% for deliveries received
to CERN Meyrin (AM) and 27% for CERN Prévessin (AP)
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SHIPPING
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New Activities
Various “triangular” transports carried out between several
Contractors related to the LHC project; France, Germany,
Italy, Spain, Japan, Russia, Pakistan, …
For the LEP dismantling (Recyclable Material) a total of
1.125 loads since February to end of August 2001
For the LEP dismantling (Donation), various transports
carried out to the USA, India, China, Korea, Spain, Portugal,
The Netherlands, United Kingdom, Italy,...
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SHIPPING
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New Activities
Active contacts with the local Customs Offices in Prévessin
(F) and Meyrin (CH) for negotiations on VAT exoneration
and the respect of Customs rules and regulations.
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SHIPPING
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Achievements
The Cost Saving-oriented activities of the Shipping service
have been carried out successfully and have enabled several
Divisions to realise important savings;
 The Advice given to the Purchasing Service and the CERN
Users on various questions related to the VAT and Customs
have enabled to avoid the payment of high taxes and duties.
 Price
studies and active negotiations with several
International transport companies have brought competitive
solutions and important cost savings.
 A few examples; Magnets (LHC) Russia CHF 1’000’000, Tanks
(LHC) Portugal CHF 485’000, Steel (LHC) Belgium CHF 127’000,
Double pancake Coils (Atlas) Italy CHF 400’000, Coil-casings (Atlas)
Germany CHF 210’000, Fourniture (SPL) Germany CHF 112’000,
Cranes (LHC) Spain CHF 53’000, and more...
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SHIPPING
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Evolution
EDH Shipping Requests
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In 1995, 34% of the Shipping
Requests were done through
the new EDH system, which
improved the administrative
procedures
From a total of 6500 Shipping
Requests in the year 2000,
still only 56 % (3.640)
electronic requests through
EDH, and
44 % (2.860)
manual requests on paper. All
information handled twice;
once by the user, once by the
Shipping Service
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SHIPPING
Main Rules/Procedures - REMINDER
100
90
80
70
60
50
EDH %
Paper %
40
30
20
1st Sept.
0
Jun-01
10
2000
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As published in the weekly
Bulletin 36-37/2001, Users are
informed that as from 01.09. all
Shipping Requests must be made
on EDH using the appropriate
form.
The submission of user requests
directly into EDH will help
rationalise the activities of the
Shipping Service, with requests
being automatically forwarded to
hierarchical supervisor thereby
improving the processing speed
and facilitating the follow-up.
1995
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SHIPPING
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Daily Routines
Once the Shipping Request on EDH is approved by the
supervisor, the request passes instantaneously to SPL-LS
The new Shipping Requests are listed five times during the
day; at 07.30 - 10.30 - 13.30 - 14.30 - 16.30
The information on the Shipping Requests is controlled and
identified according to CERN Site of departure (EP/EM),
instructions for Pick-Up are forwarded to the Reception.
Eventual Price studies are launched, Insurance if needed
Loading plans are made and special requirements analysed
Four Pick-Up -rounds during the day;
07.30 - 10.30 - 13.00 - 16.00
The goods are packed, measures and weight controlled
Order and instructions sent to Transport company
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Logistics Group - SPL Division - Logistics Overview
SHIPPING
1 Shipping Request
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Process
Information, details, Transport Needs, Price Studies
37 Issuing of documents, Order and
Instructions to Transport Company
Loading on Transport Unit
5 Internal Pick-Up
Information to Consignee
9 Packing & Measures
20 Prepare for Shipment
Insurance needs
97 Received by Consignee
85 Main Transport
Tracing Information
89 Delivery to Consignee
Information to User
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SHIPPING
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Contacts
Questions related to VAT (Value Added Tax) in France + EU;
Monique Vibert, Gérald Frick, Tom Wegelius
Questions related to VAT in Switzerland;
Birgit Rehtmeyer, Gérald Frick, Tom Wegelius
Questions related to Shipment of “Strategic Material”;
Gérald Frick
Questions related to Shipping Requests;
Brigitte Benoit-Jeannin, Alistair Lanz for Export
Birgit Rehtmeyer, Monique Vibert
for
Import
Questions related to Dangerous Goods,
including radioactive material;
Guy Roubaud, Jacques Wolf (TIS/RP - phone 73171)
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STORES 
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A Few Figures
350 contracts,
20.000 items,
9 MCHF stock,
20 MCHF turnover,
Nearly 1.000 direct deliveries in 2000, already
740 during the first semester 2001,
90.000 orders in 2000,
2,5 lines per order in average,
160.000 deliveries since the beginning of 2001.
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STORES 
General Context
Constraint:
Rationalisation of the Stores activities
taking into account budgetary restrictions
and the increase of operating costs:
Optimise the Industrial Services support and
costs (increase of 28% of the operating costs in 2001
versus 2000),
Concerning more specifically the Selfs:
* optimise the number of deliveries from the Central
Store to the Selfs,
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Logistics Group - SPL Division - Logistics Overview
STORES -
General Context
* avoid resources dedicated to the reconditioning of
items (at least three hours per day estimated to 50
0000 CHF/year), avoid inventory problems (information
system problems),
* decrease the cost of 100 000 CHF/year only for the
resources dedicated to the management of both Selfs.
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Objective:
Increase Stores activities informing CERN
Users and improving the services offered.
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Logistics Group - SPL Division - Logistics Overview
STORES 
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Evolution/Improvement
Cleaning of all SCEM (increase the stock turnover,
decrease the stock value and standardise new products
adequate with CERN’s needs),
Get virtual stocks for some ranges of products
(optimise resources, improve the level of service),
Improve Stores’ catalogue (complete the English
version, add photos and links to manufacturers ’ web pages,
give more information concerning the procedures to be
followed i.e furniture),
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Logistics Group - SPL Division - Logistics Overview
STORES 
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Evolution/Improvement
Increase the number of pickings (to decrease the
cycle- time to treat a request),
Increase the technical support requested by
Users to the Product Managers (less resources but
more work to be done),
Develop the electronic business (electronic
components, gas),
Promote a new type of business through direct
deliveries (bigger amounts, specific projects using Stores
experience and technical competencies) ,
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Logistics Group - SPL Division - Logistics Overview
STORES 
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Evolution/Improvement
Create new technical working groups (i.e one for
cryogenics items and a second for vacuum items),
New Web page about Logistics procedures and
general information (starting from October 2001).
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Logistics Group - SPL Division - Logistics Overview
STORES 
Evolution/Improvement
Objective
INFORM USERS THAT ANY REQUEST CAN BE SERVED,
EVEN FOR ITEMS NOT PROPOSED IN THE
CATALOGUE, IN FIELDS WHERE SPL-LS HAS
SPECIFIC TECHNICAL EXPERIENCE AND KNOWLEDGE,
IMPROVE STORES ECONOMICAL EFFICIENCY AND
LEVEL OF SERVICE.
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Logistics Group - SPL Division - Logistics Overview
STORES -
New Sectors
New sectors:
 Mobile phones (management of the purchases and sales of
mobile phones through the Stores system in a dedicated
store),
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PCs, printers and consumables (management of the
purchases and sales of PCs and printers through the
Stores system in a dedicated store and nearly 100 other
items standardised in the Central Store).
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Logistics Group - SPL Division - Logistics Overview
STORES -
Technical Contacts
Four products managers can be contacted for any
question or help you may need:
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Informatics, security items, furniture, stationary,
cleaning and conditioning items:
Yohann Groz Tel 71938 Fax 79535
[email protected]
Cables, electronics, chips, integrated circuits,
connectors, resistors, capacitors:
Jean-Pierre Lyonne Tel 72645 Fax 79535
[email protected]
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Logistics Group - SPL Division - Logistics Overview
STORES 
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Technical Contacts
Raw materials, plastics, wood:
Christian Saint-Jal Tel 75990 Fax 79535
[email protected]
Electrical items, tooling, ironmonger, screw:
Roger Colmagne Tel 72492 Fax 79535
[email protected]
Vacuum, oils, chemical products, cooling and ventilation,
paintings:
Jerome Poyaud Tel 73683 Fax 79535
[email protected]
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STORES 
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Technical Contacts
Gases management (Air Liquide contract):
Pascal Droux Tel 72265 Fax 79535
[email protected]
For any specific technical question the Head of the
Technical Section:
Jean-Pierre Lyonne Tel 72645 Fax 79535
[email protected]
For any matter concerning Stores operations, emergency
desk and raw material Store:
Jean-Claude Greggio Tel 74039 Fax 79535
[email protected]
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STORES 
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Electronic Business
Gases management (through the Air Liquide contract all
gases and gas mixtures requests are managed via EDI. The
distribution of liquid nitrogen in small quantities has been
added one year ago and in the next future the distribution
of argon could be also included in the contract),
Electronic components and perhaps in the future
other products (include other catalogues in the Stores
one, in order to increase the number of items offered in the
Stores catalogue, facilitate the purchase of these items,
supply instantaneously the technical information and offer a
24 hours delivery time).
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STORES 
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LAC
LAC is the Logistics Advisory Committee created
by the Director of the Administration Mr
H.Weber at that time (1993),
H.Weber stated “It is generally felt that a forum is
required in which the user Divisions can make their views and
needs known to the Logistics Group, and which allows them
to participate actively in the setting of policy in those areas
which concern them most e.g. standardisation, project
planning, inbound and outbound logistics”, J. Van der Boon
confirmed this position,
This Committee has 6 meetings per year and each
Division is represented.
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STORES 
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LAC and Technical Groups
Any feed-back or suggestion can be forwarded to
the LAC through the representative of your
Division or specific matters can be discussed
directly with the people concerned during a LAC
session,
Technical Groups are settled to review the
existing articles and add new ones to be
standardised depending on CERN requirements (a
new group for the cryogenics has just been organised, a new
one should be created for vacuum equipments).
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STORES -
LAC and CERN Classification
Standard
The objective is to establish a single coherent
classification tree replacing:
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Current SCEM classification used in the Stores,
Activity code classification used in Purchasing and Finance,
Inventory key word classification used in the CERN
inventory systems,
Open to support other classification of material, activities,
people, and supporting documents (drawings/specifications)
used at CERN,
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Logistics Group - SPL Division - Logistics Overview
STORES -
LAC and CERN Classification
Standard
A systematic classification and coding of all goods
and services acquired by CERN should lead to the
following potential benefits:
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reduce the number of orders placed, with a realistic aim of
decreasing the number of small orders by 5000 per year out
of a present number of 35’000,
reduce the time required to process an order, in particular
by providing the users with a unified purchasing document,
facilitate the introduction of more Virtual Stores,
reduce unnecessary diversity of the equipment at CERN and
favour the use of Stores’ items,
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Logistics Group - SPL Division - Logistics Overview
STORES -
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LAC and CERN Classification
Standard
reduce, in the long term, the number of suppliers by
negotiating global contracts,
provide a direct link in due time to the Inventory system and
a new possibility of putting up for internal sale no longer
needed equipment, without any new procedure,
refine the information presently obtained from the activity
codes,
enables the introduction of the famous “unified purchasing
procedure”.
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Logistics Group - SPL Division - Logistics Overview
STORES 
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News - Self-Services
Starting from 1rst of July both Self-Services are
opened half-time,
Starting from 1rst January 2002 Prevessin will be
closed,
If all articles are available via EDH and a
satisfactory access is given to CERN Users,
Meyrin will be closed too starting from January
2002,
These decisions have been approved by the
Management Board.
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STORES -
News - Self - Reactions
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Hidden costs (SPL-LS will optimise its costs but it will be
more expensive for Users),
Extra work (it will request more time to get the parts),
Additional stocks in the offices (if we don’t find the
parts we will have to get our own stocks),
Increase cycle time of requests (via EDH or the
emergency desk it will be more time consuming),
All items not available in EDH (some of them can be
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No prior information was given to the Users.
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bought only in the Self),
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Logistics Group - SPL Division - Logistics Overview
STORES -
News - Self - Action Plan
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Second emergency desk (available starting from
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Modify the packaging of items (retendering is under
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September 2001, in Building 73, as the first one all ranges
of products will be served),
process to make items being available via EDH, results in
September),
Increase the number of pickings per day (in order to
decrease the cycle time to treat a request),
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Logistics Group - SPL Division - Logistics Overview
STORES -
News - Self - Action Plan
Encourage people to use EDH
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In 58% of cases of Material Requests made on TEAM Codes,
the requestor has sufficient signature rights and the
request passes instantaneously to SPL-LS,
in 92% of the cases of Material Request made on TEAM
Codes the appropriate signatory is found and signs in less
than 24 hours which means delivery is next day,
only 2% of Material Requests created on TEAM Codes go
beyond three days,
Review the signature rights procedure within the
Divisions (to verify that each User has enough signature
rights or his supervisor in EDH).
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