1. Improving Warehouse Efficiencies Using Primariusby
Nelson Fredrickson
Erie, PA
Primarius User’s Group
September, 2012

2. Policies and Procedures
A policies and procedures (SOP) manual should be created specific to your food bank
With everyone completing tasks the same, inventory accuracy will improve
Will help insure necessary paperwork is properly filled out, filed, and information is sent to the appropriate department(s)
Primarius User's Group - September, 2012

3. Primarius User's Group - September, 2012
Safety
All workers must be informed of the importance of operating their equipment safely
Safety should be written into their job descriptions and be included in the policies and procedures manual
Primarius User's Group - September, 2012

4. Primarius User's Group - September, 2012
Goals and Tracking
Management should set goals
Goals should be set (orders/hour, cases/hour, pounds/hour, etc.)
Tracking
Inventory adjustments, out-of-stocks, selection errors, etc.
Primarius User's Group - September, 2012

5. Primarius User's Group - September, 2012
System Set-Up
Standard numbering and naming schemes for branches, locations, and products
Consistent location numbering schemes
Be consistent with placement of location labels
Use “user understandable” codes
“Intelligence” is not needed in your numbers or codes
Primarius User's Group - September, 2012

6. Primarius User's Group - September, 2012
Location Numbering
Most distribution centers and food banks have some sort of numbering for their distribution center locations. Are these locations numbered properly?
There is a significant opportunity for these companies to improve selection or hilo productivity by properly labeling their distribution center locations.
The numbers need to be clearly identified, as efficiencies are directly impacted by workers moving through their assignments in an efficient manner.
Workers travelling too far or searching for a location or product is non-productive. As industrial engineering studies have shown, directing workers to
an exact location is the most productive. These studies also show that if the worker knows more about the location, they can more quickly move to the
location and their equipment can be properly positioned at the location to more efficiently complete the task.
Selection locations must be able to be easily reached by selectors. Lower levels are best. If the labels contain a barcode, the placement of the location
ID labels is dependent on the range of the scanner within the handheld device. If the device cannot scan more than a few feet, the labels need to be
placed on the lower bar. If the device has a longer range scanner, the labels can be placed on each bar for each level. Those that are not planning on
using handheld devices, the placement of the labels can be on each bar (level).
Label media should withstand the environment where they are used. If used in a freezer, they must have “freezer grade” adhesive. If properly applied,
these labels can last for years.
Floor locations are the most difficult to identify. Labels on the floor will not work. Painting the location ID on the floor is an option. Sandblasting the
location ID on the floor is an option. Hanging signs from the ceiling with the location ID is another option.
While most numbers within a facility should not have “intelligence”, location ID’s should have some intelligence. A six digit location number gives the
associate a lot of information.
To help better understand a six digit slot number, is like an address.
50 is the “street” (aisle) running one direction. 51 is the “street” running the other direction.
40 is the “street address” (bay) on one side of 50 “street”. 41 is on the other side of 50 “street”.
1 is the “suite” (position) number for “street address” 40. There could be 9 “suites”.
3 is the “floor” (level) for “suite” number 1. There could be 9 “floors”.
Primarius User's Group - September, 2012

7. Suggested Naming for Products
Using the Feeding America Type (31 food groups), start the product Name with a short description of the group (i.e., product number , product name – BEV/Sports Drink/Lemon Lime).
01/NF - Assorted Non-Foods: Household Goods, Toys, Books, Clothing
02/BAB - BABy Food/Formula
03/BEV - BEVerage: Coffee, Tea, Soda, Drinks
04/BRE - BREad/Bakery: Bread, Biscuits, Rolls, Batter, Tortillas, Pie Crust
05/CER - CEReal: Hot & Cold
06/ENT - Complete Meal/ENTrée, Soup
07/DAI - DAIry: Yogurt, Cheese, Milk, Butter, Sour Cream, Ice Cream
08/DES - DESsert: Cakes, Pies, Pudding, Frozen Confections
09/DRE - DREssing: Salad Dressing, Mayonnaise
10/FRU - FRUit: Canned & Frozen
11/GRA - GRAin: Flour, Corn, Meal, Matzo Meal
12/HBC - Health/Beauty Care: Shampoo, Conditioner, Soap, Cosmetics, Deodorant, Dental Care
13/HCP - Household Cleaning Product: Detergent, Cleanser, Bleach, Fabric Softener
14/JUI - JUIce: 100% Fruit or Vegetable
15/MFP - Meat/Fish/Poultry
16/MAF - Mixed & Assorted Food
17/NDS - Non-Dairy Dairy Substitute
18/NUT - NUTritional Aid Drinks, Vitamins, Diet Supplements
19/PPH - Paper Product Household: Plates, Napkins, Towels, Toilet Paper, Facial Tissue
20/PER - Paper Product PERsonal: Diapers, Adult Sanitary Products, Feminine Products
21/PAS - PASta: Macaroni, Spaghetti, Noodles
22/PET - PET Food/Pet Care
23/PRO - PROtein-Non Meat: Peanut Butter, Beans, Eggs, Pork & Beans, Nuts
24/RIC – RICe
25/SNA - SNAck Food/Cookies: Candy, Crackers, Marshmallows
26/CON - Spice/CONdiments/Sauce: Herbs, Salt, Sugar, Mixes, Vinegar, Extracts, Mustard, Syrup, Jelly, Sauces, Salad Oil
27/VEG - VEGetables: Canned & Frozen
28/PRD - Fresh Fruits/Vegetables (PRoDuce)
29/DOU - DOUgh-Uncooked
30/SAL - SALvage-Unsorted
31/PRE - PREpared & Perishable Food
Primarius User's Group - September, 2012

8. Clean & Organize the Warehouse
Show your team that everyone cares
Over time, this will help lead to inventory accuracy
A clean and organized warehouse will also help lead to improved inventory accuracy
Every day, check something
Your fleet should be well maintained and clean as well
Primarius User's Group - September, 2012

9. Non-Warehousing Personnel
Non-warehousing personnel entering the warehouse can often lead to inventory errors
If non-warehousing personnel are used, they should be advised of the appropriate warehouse procedures
Primarius User's Group - September, 2012

10. Static Selection Locations
Assigning products to a static selection (pick) location will help reduce selection errors
Pick lists, selection labels, or handheld devices will direct the selector to the exact selection location for the item
Primarius User's Group - September, 2012

11. Primarius User's Group - September, 2012
Receiving Product
Only food bank staff members should receive inbound product
Inbound errors can ultimately lead to outbound errors
Primarius User's Group - September, 2012

12. Primarius User's Group - September, 2012
Inventory Control
An inventory control position should be created
This person’s primary responsibility should be to research inventory discrepancies
Managers don’t normally have the time to research inventory discrepancies
Primarius User's Group - September, 2012

13. Primarius User's Group - September, 2012
Physical Inventory
Be well prepared for a physical inventory
Only warehouse staff associates should count
Discuss counting procedures with count teams
Inbound and outbound orders must be completed
Assign count teams with specific areas to count
Re-counts are completed by a different count team
Track what team is counting what area
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Cycle Counts
Only complete during a “quite” time
Complete on a regular basis
Perform timely adjustments
Research discrepancies
Most discrepancies will be in the selection locations
Primarius User's Group - September, 2012

15. Primarius User's Group - September, 2012
Returns
Returns can easily disrupt your inventory accuracy
If returns are made, inventory must be adjusted and a credit may be required
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Miscellaneous
Research and correct inventory variances when they are found
Use term, codes, instructions, etc. that users, donors, vendors or agencies know and understand
Primarius User's Group - September, 2012

17. Primarius User's Group - September, 2012
Quotes
“The Primarius system inventory should be a mirror
image of the physical distribution center inventory”
“Murphy lives in the warehouse”
“Don’t never say never”
“Remember, your process is just boxes in and boxes out”
“Those boxes must have brains… they out-think many
managers”
“Experience is something you don’t get until just after
you need it”
Primarius User's Group - September, 2012