This document outlines the standard protocol for Supply Chain Management (SCM) in its relation to other components of company operations. It encompasses the activities of procurement, inventory management, logistics, interfacility transportation of goods, and vehicle maintenance.

• The Supply Chain Management department is currently primarily managed by the Systems Director and the Director of Operations.
• The Systems Director is currently primarily responsible for procurement. 
• The Director of Operations is currently primarily responsible for logistics.

Procurement

Bakery Managers are primarily responsible for:

• Maintaining appropriate weekly inventory levels by setting an inventory par that:
  • poses little to no risk of a stockout for any item occurring before the next delivery of that item.
  • minimizes the risk of spoilage.
• Conducting weekly inventory counts at-minimum, and additional counts as necessary.
• Ensuring their staff are trained to properly inspect and organize deliveries.
• Ensuring the timely submission of Goods Received Notes (GRN):
  • This form must be filled out before the end of the day for all deliveries received
  • Items must be counted, and quantities must be matched with the delivery note and actual physical items.
  • Quality of items must be checked for any visible damage or defects.
  • Specifications of goods (size, model, color, etc.) must be confirmed to match the order.
  • Expiration dates must be checked for perishable goods, if applicable.
  • Temperature-sensitive deliveries must be verified for appropriate transport conditions.

The Procurement Team is responsible for:

• Placing orders for goods on a weekly basis as they relate to the inventory par set by Bakery Managers.
  • The Procurement Team has the discretion to override the inventory pars set by the Bakery Managers if:
    • the calculated usage of a specific item or items exceeds the par.
    • the par appears to be a typographical error.
    • the par is an excessive overestimate or underestimate.
• Maintaining close communication with Bakery Managers to ensure proper inventory management and efficiency of operations.
• Informing Bakery Managers or any other members involved in the procurement process on the estimated time of arrival (ETA) of all deliveries throughout each week.
• Ensuring that goods received meet the quality standards set by Senior Management.
• Maintaining healthy and sustainable relationships with vendors and suppliers to ensure optimal pricing of goods purchased, timely deliveries of goods, quantity of goods received, and quality of goods received.
• Conducting periodic employee surveys to collect feedback on the quality and effectiveness of ingredients, tools, and supplies used in bakeries.

Out-of-Stock Protocol

• Out-of-stock or near-out-of-stock situations must be reported promptly by any employee if no communication has been given on upcoming deliveries.
• In case of an unexpected out-of-stock situation, the Bakery Manager will immediately notify the Procurement Team.
• The Procurement Team will explore options to expedite delivery from existing vendors, arrange a will call from a vendor's warehouse, or identify alternative suppliers or sources of goods nearby.
• The Procurement Team and Bakery Managers must obtain approval from Senior Management before any items not normally ordered are used.
• Any deviations from standard recipes due to substitutions must be documented and communicated to the Procurement Team
• The Procurement Team will keep Bakery Managers informed of any delays, notices of delivery exceptions, or substitutions with vendors.

Logistics

Bakery Managers are primarily responsible for:

• Ensuring the proper preparation and timely submission of Load Manifests.
  • The date and time must be accurately updated (usually automatically configured in Excel) on the sheet.
  • The document preparer and reviewer must be accurately recorded. A name of an individual that is recorded on the sheet that did not actually participate in the preparation or review process is falsifying the document and will result in disciplinary action.
  • The document must be laminated or left in a sheet protector inside of a mailbox or other container in a designated location for the driver to pick up at each location.
• Ensuring proper labeling (correct tape color, labeling convention, and fractional numbering of each portion of the items in the manifest). 
• Immediately and clearly communicating any logistics failures.

Vehicle Maintenance

• A preventative maintenance schedule will be established to ensure the safety and reliability of company vehicles.
• Vehicles should not be driven or any function of the vehicles (lift gates, etc.) should not be used if it poses a danger to any individual.
• The Logistics Team will be responsible for scheduling routine maintenance based on manufacturer recommendations and mileage.
• Any drivers of company vehicles are responsible for reporting any vehicle issues promptly, including unusual noises, warning lights, or performance concerns.