CERN LOGISTIC SERVICES FI-LS Matti Tiirakari: CERN LOGISTIC SERVICES FI-LS Matti Tiirakari OVERVIEW
JANUARY 2005
PRESENTATION: PRESENTATION Logistics Service – Finance Department
The Logistics Service provides CERN users with a logistic supply chain from the definition of the technical characteristics of products up to their delivery to the user. It consists of two sections :
Materials & Stores Management
Materials Management comprises product managers, technical experts working in close collaboration with CERN users. The product managers are responsible 47000 different items in the following fields : vacuum/cryogenics, electronics/electricity, raw materials, gases, building equipment, tooling and IT equipment). In compliance with the CERN safety rules and with a view to cost-effectiveness, they draw up specifications, assess users’ requirements, coordinate product standardisation, manage procurement and follow-up procedures from the order stage up to delivery and invoicing, determine whether products are to be stored or delivered directly to the client, carry out quality control of equipment and check that it complies with the specifications.
The section draws up frame contracts for all articles managed by the Logistics Service by means of calls for tenders, in close collaboration with the product managers. It negotiates the most favourable prices while retaining the flexibility to operate on the basis of quantity estimates without any commitment on the part of CERN. In addition, the section examines the resources of the Logistics Service and carries out financial analyses.
PRESENTATION: PRESENTATION The Section consists of two Stores (the Central Stores and Raw Materials) and works in close collaboration with the product managers who decide whether an item is to be consigned to the Stores or delivered directly to the client. The purpose of keeping items in the Stores is to be able to supply users or institutes with non-standard, CERN-specific, low-cost items with long delivery schedules, whose procurement and transport costs would be out of proportion to their value if ordered on a specific-requirement basis. Moreover, the Central Stores operates a service for the issue of urgently required equipment and the Raw Materials Stores issues materials at the request of CERN users.
Shipping and Goods Reception
The Shipping and Goods Reception section manages the transport of goods from and to suppliers or research institutes throughout the world (including all international shipping and transit activities as well as the shipping of components between various contractors, suppliers and CERN). It determines the type of transport, negotiates the most favourable terms and applies, and ensures compliance with, the customs and tax formalities and procedures for the transit of goods, especially in France and Switzerland. The Section is recognised by the customs and tax authorities as the intermediary for all formalities and for arranging exemption from VAT on the territories of CERN’s Host States.
FI-LS Organisation Chart: FI-LS Organisation Chart
Why such a presentation?: Why such a presentation? 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.
SHIPPING - Main Tasks: SHIPPING - Main Tasks Management of all external movements of material, world-wide, 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 (triangular traffic).
Organizing of shipments for small parcels and full loads as well as for oversized and heavy special transports
The application of all customs, transit and licensing procedures, in particular in France and Switzerland, but also other countries for all triangular traffic.
Shipments of Dangerous Goods according to International rules and regulations, with the support of SC Department.
SHIPPING - Main Tasks: SHIPPING - Main Tasks Transport studies, packing, loading, securing of the material, and ordering the transport units according to established schedules
Preparing and Issuing of documents and papers (transport order, export declaration, Pro forma invoice, loading plan, packing list)
Receiving and Distribution
Reception, identification, external inspection and quantitative control of all goods delivered to CERN
Internal distribution of all goods as well as the collection and packing of goods for shipments from CERN
Starting of all initial damage reporting procedure, if needed.
SHIPPING - Achievements: SHIPPING - Achievements
RECEPTION SERVICE: RECEPTION SERVICE Number of Unpacking lists registered by Reception Services (incoming flow)
SHIPPING - Achievements: SHIPPING - Achievements 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.
Various “triangular” transports carried out between several Contractors related to the LHC project; France, Germany, Finland, Norway, Sweden, Belgium, Italy, Spain, Japan, Russia, Bulgaria, Slovakia, Pakistan, Korea, Greece, Israel, Iran, China, among many…
SHIPPING - Achievements: SHIPPING - Achievements The Cost Saving-oriented activities of the Shipping service have been carried out successfully and have enabled several Departments and Groups 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, and helped various suppliers to avoid penalties and fines.
Price studies and active negotiations with several international transport companies have brought competitive solutions and important cost savings.
SHIPPING - Developments: SHIPPING - Developments Improvement of work methods and shipping procedures as facing constantly increasing number of shipping requests and a lack of resources.
All Shipping Requests are treated through the EDH and QUALIAC data handling system.
The actual Shipping Request on EDH includes both requests for internal transport and external transport service according to the user’s needs. Four options are proposed.
If internal transport services are required, the information passes automatically to the transport service for pick-up and transport to the Reception Service 904 (Prévessin) or 194 (Meyrin) for further shipment to external destination.
SHIPPING - Developments: SHIPPING - Developments The new Shipping Request has an integrated insurance request which transfers information related to the goods directly to the insurance company without paperwork.
Automatic price studies can be launched by the shipping service through QUALIAC which enables quick transfer of information to transporters and saving of price information on specific files.
New electronic Transfer Slip linked to Transport Requests and soon to Shipping Requests
STORES - A Few Figures: STORES - A Few Figures CERN - SPL-LS Group - Logistics Overview 2002
STORES - General Context: STORES - General Context Objectives:
Rationalisation of the Stores activities taking into account budgetary restrictions.
Increase Stores activities via an adequate service offered to CERN Users.
STORES - Evolution/Improvement: STORES - 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),
STORES - Evolution/Improvement: STORES - Evolution/Improvement 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) ,
STORES - Evolution/Improvement: STORES - Evolution/Improvement Web page about Logistics procedures and general information
http://service-logistics.web.cern.ch/service-logistics/,
Increase the turnover of certain sectors as: Raw Materials, Electronics, Cables, Data Processing.
STORES - Technical Contacts: STORES - Technical Contacts Five products managers can be contacted for any question or help you may need:
Informatics, security items, furniture, stationary, cleaning and conditioning items:
Pascal Droux Tel 72295 Fax 79535
pascal.droux@cern.ch
Cables, electronics, chips, integrated circuits, connectors, resistors, capacitors:
Laurent Gillain Tel 71938 Fax 79535
laurent.gillain@cern.ch
STORES - Technical Contacts: STORES - Technical Contacts Raw materials, plastics, wood:
Christian Saint-Jal Tel 75990 Fax 79535
christian.saint-jal@cern.ch
Electrical items, tooling, ironmonger, screw:
Roger Colmagne Tel 72492 Fax 79535
roger.colmagne@cern.ch
Vacuum, oils, chemical products, cooling and ventilation, paintings:
Jerome Poyaud Tel 73683 Fax 79535
jerome.poyaud@cern.ch
STORES - Technical Contacts: STORES - Technical Contacts Gas management (Carbagas contract):
Pascal Droux Tel 72265 Fax 79535
pascal.droux@cern.ch
For any specific technical question :
Laurent Gillain Tel 71938 Fax 79535
Laurent.Gillain@cern.ch
For any matter concerning Stores operations, emergency desk and raw material Store:
Didier Colombarini Tel 71796 – GSM 160984
Didier.Colombarini@cern.ch
STORES - Electronic Business: STORES - Electronic Business Management of gas supply (through the Carbagas 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).