SOP PIT Tag Distribution
From PTAGISWiki
| Standard Operating Procedure
|
Subject:
| SOP PIT Tag Distribution
|
Author:
| Jenn Nighbor
|
Approved by:
| UNAPPROVED
|
Contents |
Objective
In the event that the PIT Tag Coordinator is unavailable, this SOP will provide guidance on how to ensure a successful PIT Tag Distribution, including the allocation of PIT tags in the Tag Distribution System (TDS), the generation of the Clip File CD and shipment processing with UPS online.
Scope
Describes the limits of this procedure. That is, does this procedure only apply to a certain type of location or file type or installation or department? Is there a limit to the capacity of the system, volume, or throughput?
Responsibilities
Write about who is responsible for what aspects of the procedure here.
Procedure
TDS - PIT Tag Distribution (Allocation of PIT Tags to a specific project)
Step 1.
Projects request tags using the Tag Distribution System. (TDS)
Step 2.
BPA approves tag request. PIT Tag Coordinator receives email notification of approval.
Step 3.
PIT Tag Coordinator logs into TDS.
Step 4.
Click “Inventory” radio button, if it is not already selected.
Step 5.
Ensure that you are on the green “Distribute” tab.
Step 6.
Click the “UnShipped” radio button.
Step 7.
Click the “ByMonth” radio button.
Step 8.
Verify that the current month is selected in the dropdown box located next to the “ByMonth” radio button. If not, select the current month.
Step 9.
Select a project using the dropdown box. Only those Projects with shipments for the month selected will be available.
Note: This action will generate approved tag totals in the monthly fields by tag type.
Step 10.
Click on the cell for the current month to be shipped.
Note: This action will generate the “address window” in the upper right hand corner of the screen.
Step 11.
Using the “address window,” click on the box next to the tag quantity in the Tag Recipient row.
Step 12.
Click outside of the "address window".
Note: This action will change the Show Pick List button from grayed out to an active button.
Step 13.
Click on the Show Pick List button.
Note: This action will generate a list of PIT Tags for this shipment.
Step 14.
Click on the Print Pick List button and print 2 copies of the pick list. (One for your use and one for shipment packing list)
Step 15.
Close out of the Pick list.
Step 16.
Click the black down arrow, which is next to the Tag Recipient name. Scroll down until you find the NotAfterDate box and write the “Not After Date" on Pick List.
Note: You will need this information for the UPS online system, Reference #2 Box.
Step 17.
Verify the shipping address on the Pick List against address provided in TDS "Address Window".
Step 18.
Stay logged in to TDS with Show Pick List on the screen and take copy of pick list to PIT Tag Production Locker.
Step 19.
Retrieve PIT Tags identified on Pick List and take back to office.
Step 20.
Using the on screen Pick List, verify the PIT Tag boxes/vials against the Pick List and click the empty box next each box/vial number. You will want to save changes after clicking 10 check boxes.
Note: To Save Changes: Click outside the pick list window and the Save Changes button will become available in the lower left of the screen. Click the Save Changes button. Clicking on the Save Changes button removes the PIT tags from inventory.
Step 21.
Once all checkboxes have been marked and changes saved, Log out of TDS.
Creating the Clip File CD
Step 1.
Create New Folder for PIT Tag Shipment Clip Files containing Project # and Need Date. Information is provided on the Pick List.
Example: 2003-114-00 October 7, 2008 shipment
Step 2.
Open the Clip Files PIT Tag Shipments folder.
Note: Folder may be found on SMOLT in Jenn’s Shared Folder (Z:\Home\Jenn\Clip Files PIT Tag Shipments)
Step 3.
Open folder containing PIT tags to be shipped. This folder will contain a different icon.
Note: Folders are saved by shipment date received from DA and PIT Tag vial range.
Step 4.
Copy .txt files for PIT Tags to be shipped to the new folder recently created.
Note: Each .txt file represents 1 vial.
Step 5
Click on the folder containing the name of the pizza box the PIT Tags came from.
Step 6.
Once all .txt files have been copied to new folder, insert a blank CD.
Step 7.
Drag new folder onto the CD and burn a copy.
Step 8
When prompted, name the CD using the BPA project number from the Pick List.
Step 9.
Verify the contents on the CD.
Step 10.
Label CD as follows.
Example:
PIT Tag Clip Files
Proj. # 2003-114-00
October 7, 2008 shipment (Need Date)
Step 11.
Insert CD into a protective sleeve.
Note: May be found in Office Supply Cabinet.
Step 12.
Drag copy of PIT Tag Shipment Folder to folder on SMOLT (TDS FY09).
Packaging & Shipping PIT Tags
Step 1.
Determine size of packaging needed for the PIT Tag shipment. (Full boxes of PIT Tags are shipped in their original box.)
Note: Shipping supplies may be found in the closet of the PIT Tag Coordinator’s office.
Step 2.
Package up PIT Tags but do not seal the package at this time.
Step 3.
Log into MY UPS.com
Step 4.
Type in User ID and Password.
Step 5.
Click on the Shipment Tab and select Create a Shipment.
Step 6.
Enter Address as it was provided in TDS.
Note: Shipping address is provided on the top of Pick List.
Step 7.
Enter in package information. (# of packages, packaging type, weight, package dimensions, and package declared value)
Step 7a. Select Number of Packages using the dropdown menu.
Step 7b. Ensure that under Packaging Type, "My Packaging" is selected.
Step 7c. Enter in the weight of the package. (No decimals are allowed, round to the nearest pound)
Note: A full pizza box with 10,000 PIT Tags weighs 4 lbs.
Step 7d. Enter in the package dimensions. (length, width & height)
Note: A pizza box measures 16"x12"x3".
Step 7e. Enter in the package declared value. (# tags in package x insurance value per tag)
Note: All PIT tag shipments must be insured. See Insurance values below.
| Current Tag Types Available | Insurance Value Per Tag |
| SST – 12 mm tag (standard) | $1.85 |
| 8.5 mm tag | $2.25 |
| 20 mm tag | $2.50 |
Step 8.
Select Type of Shipping Service. UPS Ground Service is used unless there is an immediate need for the PIT Tags.
Step 9.
Enter in Reference #1 (BPA Project #, may be found on Pick List)
Example: 2003-114-00
Step 10.
Enter in Reference #2 (No Later Than Date (Need Date) as identified in TDS)
Example: October 10, 2008 shipment
Step 11.
Bill Shipping Options – Ensure that PTAGIS-Kennewick Acct # is chosen (This should be the default)
Step 12.
Make sure the check box is marked next to the following: Review Shipping details, including price, before completing this shipment.
Step 13.
Click the Next button.
Step 14.
Review all shipping information. If any changes are needed click the EDIT button
Step 15.
For high value insured shipments, a new window will popup outlining directions, read those directions and click ok.
Step 16.
Under the Section – Print Shipping Documents, Ensure there are check marks in the boxes next to Label and Receipt.
Step 17.
Click on the Print button.
Step 18.
Retrieve all documents from the printer. (Documents should include, shipping label and receipt)
Note: If package was a high value as noted in Step. 15, you will also have 2 copies of the insurance receipt. Both copies will need to be signed and dated by the UPS representative when package is dropped off. One copy goes with package to UPS and one copy you keep and bring back to PIT Tag Coordinator. You may have to tell UPS Representative that one signed copy continues on with the package.
Step 19.
Fold and insert shipping label into UPS adhesive window and attach label to package.
Step 20.
Sign and date Pick List and insert into package. (This will serve as the packing list)
Step 21.
Insert Clip File CD into package.
Step 22.
Seal package.
Step 23.
Drop off package at UPS store.
Note: If you have a high value package, as noted in Step 15, you will need to inform the UPS Rep. and ask them to sign each of the 2 copies of the High Value Receipt. Take one receipt and leave one with the package.
Step 24.
Ask for a drop off receipt, wait until package is scanned into UPS system and take receipt.
Step 25.
Return signed copy of High Value Receipt and Drop-Off receipt to PIT Tag Coordinator.
Post Shipment TDS Finalization
Step 1.
References
Write references here.
