General Warehouse / 77G Depot / Transport Process
1. Introduction:
This document sets out the procedures for the Warehousing and transportation formalities associated with handling imported and exported cargoes as well as the distribution requirements set out by regulatory authorities.
2. Purpose:
The purpose of this procedure is to standardise the formalities and responsibilities of dealing with cargo while under the control of ITM.
3. References:
National Transport Commission (NTC)
Australian Border Force
Australian Customs and Border Protection Service Act
Australian Customs and Border Protection Service (77G Depot Licence)
Department of Agriculture - Quarantine Act
Department of Agriculture Quarantine Approved Premises – Class Criteria 1.3
Quarantine Class 1.3 Operations Manual
The Australian Code for the Transport of Dangerous Goods by Road and Rail
Occupational Health and Safety Act 1985, OH&S Hazardous Substances Regulations 1999 and the Code of Practice for Hazardous Substances
Department of Infrastructure – TSP
ITM Documents: OP10, OP11, OP12, OP13, HR10, HR14
4. Definitions:
4.1. Warehouse: as outlined by Section 79 (licensed Warehouse) of Customs and Border Protection Service Act.
4.2. Depot: A licensed 77G Depot as outlined by section 77G of Customs and Border Protection Service Act.
4.3. Chain of Responsibility: as outlined by NTC Australia.
4.4. Responsible person: as defined by NTC Australia
4.5. ABF: Australian Border Force
4.6. DAWR: Department of Agriculture and Water Resources
4.7. NTC Australia: National Transport Commission
4.8. COR: Chain of Responsibility
4.9. General Warehouse: activities conducted by ITM that do not require the goods to be under the control of ABF or DAWR. Goods generally known as FREE goods.
4.10. Free Goods: Imported goods that are cleared of all regulatory concerns.
4.11. Hazardous / Dangerous goods: As defined
4.12. Transport storage areas: refers to Dangerous Goods in transit, goods held for a period NOT exceeding 5 consecutive working days
4.13. AACA: Accredited Air Cargo Agent
4.14. TSP: Transport Security Program
5. Procedure
5.1. General Warehouse Activities
5.1.1. Goods Receipt:
All goods received into ITM’s general warehouse MUST be checked accurately in order to identify correctness of labeling and markings and ascertain any damages to goods prior to acceptance. The following procedure MUST be followed without exception.
External drivers must park vehicles at the barrier gate and proceed on foot via the predefined walkway to the external transport office. Documents must be tendered and access grated to a specified loading doc.
External Driver MUST exit vehicle and directed to stand in the Driver Safe Zone that is located externally and wait for Loading/Unloading.
External Drivers MUST not be allowed to move from the Driver Safe Zone.
Once loading/Unloading has finished the driver under ITM supervision must inspect load and sign paperwork prior to leaving.
Under no circumstances are External Drivers allowed access to the warehouse. Toilet Facilities are located externally and form part of the external warehouse office. Provision for telephones can also be obtained via the External warehouse office.
All goods received into ITM’s general warehouse MUST be checked accurately in order to identify correctness of labeling and markings and ascertain any damages to goods prior to acceptance.
5.1.2. Putting goods into storage:
All goods MUST be put into the correct storage area as determined by instructions and directions issued by the warehouse manager or supervisor.
5.1.3. Long term Storage:
Goods that are to be held in the general warehouse on storage MUST be recorded in the warehouse software package.
5.1.4. Short term Storage:
In transit cargo MUST have a registration completed and a job number allocated to the movement.
5.1.5. Pick goods:
All picked goods MUST be correctly identified as per the customers pick list.
5.1.6. Dispatch:
Goods MUST be correctly labeled and consignment / delivery notes correctly addressed for dispatch.
5.2. 77G Depot Activity:
All activity to be conducted within the scope of S77G Depot license.
Air cargo Check In: To be carried out as per OP10 section 5.6.
Air Cargo Release: To be carried out as per OP10 section 5.10 and 5.11.
Sea Cargo Check In: To be carried out as per OP11 section 5.6.
Sea Cargo Release: To be carried out as per OP11 section 5.10 and 5.11.
5.3. Container Unpack
5.3.1 Documentation –Warehouse manager / Supervisor will print a Container unpack report (Form OP17.005) relating to the container to be unpacked.
5.3.2 Container Seal Verification – Before opening the container doors the warehouse operational staff are to inspect the seal for any visible signs of tampering and cross check the seal number against the number stated on the manifest / unpack report. If during the seal verification procedure it is discovered that the seal is not the correct number or has been tampered with, the warehouse operational staff are to report this immediately to the Warehouse manager or Supervisor.
5.3.3 Container outturn - Warehouse operations are to complete the Container unpack report by reporting all cargo outturned, including details of any surplus or short shipped cargo. Any damaged cargo is also to be noted.
5.3.4 Container Verification - Warehouse operational staff are to conduct a 7-point container checklist as per Form OP17.005 to identify any unlawful or unauthorised access, alteration, or interference with the container. If on completion of the 7-point container checklist it is noted that the container may have been tampered with, the warehouse operational staff are to report this immediately to the Warehouse manager or Supervisor.
5.4. Quarantine Approved Premises Class 1.3:
All activities carried out in accordance with ITM’s Quarantine Class 1.3 Operations Manual.
5.5. Hazardous and Dangerous goods Storage and Handling:
5.5.1. For goods that require permanent warehousing:
Current copies of MSDS need to be obtained before storing any Dangerous good. MSDS must be readily accessible to all employees, other persons on the premises and emergency services authority personnel.
5.5.2. Transport storage Areas:
MSDS are not required to be stored for in transit cargo. MSDS and placards should still be obtained as required under the provisions of transport requirements. Refer Australian Code for the Transport of DG’s.
5.5.3. Separation of Dangerous Goods:
Separation of Hazardous and Dangerous goods is to be in accordance with the regulations made under the Dangerous Goods Act 1985, Road Transport (Dangerous Goods) Act 1995 and the Occupational Health and Safety Act 1985.
5.5.4. Placarding:
External warehouse placarding is required if dangerous goods are stored in bulk or in a quantity that exceeds the quantity specified in Schedule 2 of the Regulations headed “Placarding Quantity”
5.6. Export Cargo Handling
Refer OP12 - 5.9 and 5.10
5.7. Operating and Maintaining Equipment:
All users of vehicles and machinery must maintain a watching brief on the safety and roadworthiness of those vehicles and machinery. Any observations must be reported to their direct manager or supervisor. Also refer HR14 Section 5.
Pre Start Check List –The Warehouse manager / Supervisor is to perform daily prestart checks on All vehicles including Forklifts. Refer Form HR14.2.
5.8. Transport / Loading / Subcontractors – Chain of Responsibility (COR):
To ensure that our business and any party we trade with directly to transport goods by road within the ITM supply chain properly manages COR.
5.8.1. Load Restraints:
Are to be applied to all loads in accordance with NTC Load Restraint Guide 2nd Edition 2004.
Any loads deemed not to comply with approved load restraint systems are to be referred to a supervisor or manager for determination and appropriate action.
5.8.2. Mass Management
Any site we manage ensures that vehicles provided for loading have the right capacity to carry the load required, if NOT the load is rejected.
Any site we manage that loads a truck that does not involve an NHVAS Mass-Management Accredited vehicle and which does not work to a standard load formula, meets legal axle and gross weights prior to departure from any loading site
For loads within this supply chain, any site we manage that loads trucks regularly inspect a defined percentage of out-bound loads (whether involving an NHVAS-accredited vehicle or not) to check that processes to ensure legal weights are complied with
For loads within this supply chain, any site we manage that loads trucks ensures that any out-bound loads found not to comply with axle or gross weight limits are made to comply with these limits before being allowed to load product and/or depart the site
Our organisation has a "Non-Conformance Reporting" system in place to register all incidents that could or do affect proper mass management within this supply chain, to communicate this issue to relevant parties and to ensure corrective actions take place
Our organisation ensures that all relevant personnel are formally trained on mass-management responsibilities and approved processes for this supply chain
5.8.3. Dimensions
Our organisation does not require any person or organisation operating within this supply chain to breach dimensions laws
For loads within this supply chain, any site we manage has processes in place to ensure that equipment used for any load meets legal dimension requirements for that load
For loads within this supply chain, any site we manage has processes in place to ensure that equipment is only used on approved routes
For loads within this supply chain, any site we manage that unloads vehicles maintains a "watching brief" on compliance with dimensions requirements
For loads within this supply chain, any site we manage that loads trucks maintains a "watching brief" to ensure compliance with dimensions requirements
Our organisation has a "Non-Conformance Reporting System" in place to register all incidents that could or do affect proper dimensions management within this supply chain, to communicate this issue to relevant parties and to ensure corrective actions take place
Our organisation ensures that all relevant personnel are formally trained on dimensions responsibilities and approved processes within this supply chain
5.8.4. Fatigue Management
Our organisation does not require any person or organisation operating within this supply chain to breach fatigue management laws
Our organisation has determined "reasonable times", taking into account all fatigue-related issues, for all regular trips or schedules within this supply chain
(contract drivers) Our organisation establishes "Reasonable times" for any drivers we supply within this supply chain involved in non-regular driving activities, taking into account all fatigue-related issues
For loads within this supply chain, any site we manage that receives trucks has a process to adjust time-related expectations for any known situation pre-arrival in which a driver is or is likely to become "out of hours"
Our organisation maintains all fatigue management accreditation requirements for accredited drivers we provide in this supply chain
Our organisation, in supplying drivers within this supply chain, has a system in place to accurately monitor driver working and rest hours
In providing drivers within this supply chain, our organisation confirms the "fitness for duty" of any driver - in terms of rest, available hours for the task and physical condition - prior to the scheduling of that driver
Our on-site personnel maintain a "watching brief" on the "fitness for duty" of drivers on-site
Proper facilities are provided at our site(s) for drivers to refresh
For loads within this supply chain, any loading or unloading site we manage has processes to adjust on-site expectations arising from any on-site delay resulting in a driver having to rest or being "out of hours" (eg delays in unloading)
Our organisation has a "Non-Conformance Reporting" system in place to register all incidents that could or do affect proper fatigue management within this supply chain, to communicate this issue to relevant parties and to ensure corrective actions take place
Our organisation ensures that all relevant personnel are formally trained on fatigue management responsibilities and approved processes for this supply chain
5.8.5. Speed Management
Our organisation does not require any person or organisation operating within this supply chain to breach speeding laws
For loads within this supply chain, any site we operate receiving trucks has processes to adjust any time-related deadlines due to pre-arrival on-road delays
Our organisation has a "Non-Conformance Reporting" system in place to register all incidents that could or do affect proper speed management within this supply chain, to communicate this issue to relevant parties and to ensure corrective actions take place
Our organisation ensures that all relevant personnel are formally trained on speed management responsibilities and approved processes for this supply chain
5.8.6. Drugs and Alcohol
Our organisation maintains a policy of zero percent blood reading for alcohol and non-prescribed drugs for any driver provided for work duty within this supply chain
The "fitness for duty" of any driver our organisation provides in this supply chain, in terms of drugs & alcohol, is confirmed prior to the scheduling of that driver
Our on-site personnel maintain a "watching brief" on the "fitness for duty" of drivers on-site
Our organisation has a "Non-Conformance Reporting" system in place to register all incidents that could or do affect proper drugs/alcohol management within this supply chain, to communicate this issue to relevant parties and to ensure corrective actions take place (refer OP17 Form 17-004)
Our organisation ensures that all relevant personnel are formally trained on drugs & alcohol management responsibilities and approved processes for this supply chain
5.8.7. Equipment Maintenance
Our organisation does not require any person or organisation operating within this supply chain to breach vehicle safety requirements
Our organisation ensures that any equipment we provide within this supply chain is maintained in a safe and roadworthy condition and in accordance with manufacturing service requirements at all times
Our on-site personnel maintain a "watching brief" on safety of transport equipment on-site
For loads within this supply chain, any site we manage has processes to address any on-site incident in which site personnel deem transport equipment to be unsafe
For loads within this supply chain, any site we manage has processes to adjust time-related expectations for any situation in which a delay has or is likely to occur due to transport equipment safety issues
Our organisation has a "Non-Conformance Reporting" system in place to register all incidents that could or do affect proper equipment maintenance of equipment used in this supply chain, to communicate this issue to relevant parties and to ensure corrective actions take place issue to relevant parties and to ensure corrective actions take place (refer OP17 Form 17-004)
Our organisation ensures that all relevant personnel are formally trained on equipment maintenance responsibilities and approved processes for this supply chain
Our organisation ensures that any issues at sites of either senders or receivers within this supply chain affecting or likely to affect COR compliance result in the implementation of the non-conformance process
Our organisation has appointed a member of our leadership team as responsible and accountable for overall COR management and performance
Our organisation has formal responsibilities at operational level for the implementation and supervision of all relevant COR responsibilities
Our organisation has processes to manage COR responsibilities for activities within this supply chain that we carry out internally
Our organisation regularly checks internal compliance with COR management processes for activities we carry out within this supply chain
Our organisation has processes to ensure that COR compliance is understood and maintained by any outsourced providers we engage for activities within this supply chain
Our organisation assesses at least annually COR compliance by outsourced providers we engage for activities within this supply chain
Our organisation regularly and formally conducts performance reviews of COR compliance for any activities we conduct internally within this supply chain
Our organisation regularly and formally conducts performance reviews of COR compliance by any outsourced providers we engage for activities within this supply chain
Our organisation has formal processes to ensure that any issues arising from performance reviews of COR compliance are addressed and in a timely manner
Our organisation has a process to ensure that the COR responsibilities and processes arising are implemented in full both internally and by any outsourced provider as a service requirement
Our organisation maintains all records for a minimum 7 years required to demonstrate COR compliance
5.9. Meetings
5.9.1. Monthly meetings
5.9.2. Toolbox Talk
Tool box meeting to be held minim weekly and MUST be recorded on Form 17-006
5.10. Traffic Management Plan
5.10.1. Fork Lift Safety
Refer FORK Lift Safety Guide – Fork Operators Rules and Pedestrian Rules