CERN LOGISTIC SERVICES FILS Matti Tiirakari

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CERNLOGISTIC SERVICESFI-LSMatti Tiirakari

• OVERVIEW
• JANUARY 2005

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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.

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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 CERNs Host States.

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FI-LS Organisation Chart
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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.

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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.

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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.

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SHIPPING - Achievements

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RECEPTION SERVICE
Number of Unpacking lists registered by Reception
Services (incoming flow)
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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

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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.

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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 users 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.

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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

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STORES - A Few Figures
CERN - SPL-LS Group - Logistics Overview 2002
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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.

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STORES - Evolution/Improvement

• Cleaning of all SCEM (increase the stock
  turnover, decrease the stock value and
  standardise new products adequate with CERNs
  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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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) ,

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STORES - Evolution/Improvement

• Web page about Logistics procedures and general
  information
• http//service-logistics.web.cern.ch/service-logi
  stics/,
• Increase the turnover of certain sectors as Raw
  Materials, Electronics, Cables, Data Processing.

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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_at_cern.ch
• Cables, electronics, chips, integrated circuits,
  connectors, resistors, capacitors
• Laurent Gillain Tel 71938 Fax 79535
• laurent.gillain_at_cern.ch

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STORES - Technical Contacts

• Raw materials, plastics, wood
• Christian Saint-Jal Tel 75990 Fax 79535
• christian.saint-jal_at_cern.ch
• Electrical items, tooling, ironmonger, screw
• Roger Colmagne Tel 72492 Fax 79535
• roger.colmagne_at_cern.ch
• Vacuum, oils, chemical products, cooling and
  ventilation, paintings
• Jerome Poyaud Tel 73683 Fax 79535
• jerome.poyaud_at_cern.ch

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STORES - Technical Contacts

• Gas management (Carbagas contract)
• Pascal Droux Tel 72265 Fax 79535
• pascal.droux_at_cern.ch
• For any specific technical question
• Laurent Gillain Tel 71938 Fax 79535
• Laurent.Gillain_at_cern.ch
• For any matter concerning Stores operations,
  emergency desk and raw material Store
• Didier Colombarini Tel 71796 GSM 160984
• Didier.Colombarini_at_cern.ch

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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).