01 Requestor 001 Script

U-U-ShipShip Script Script

Requestor Module 01_Requestor_001_Script

Release Date: 01-Jun-2009

Table of Contents

TABLE OF CONTENTS...... 1

1.0 PURPOSE...... 1

2.0 REFERENCES...... 1

3.0 ABBREVIATIONS, ACRONYMS, AND DEFINITIONS...... 1

4.0 SCRIPT...... 2

1.0 Purpose This document’s purpose is to serve as a guideline for the Requestor Module of the U-Ship application. This business activity script documents the manual and systematic activity steps and their respective sequences based on the process flow.

2.0 References  None

3.0 Abbreviations, Acronyms, and Definitions Name Description BIS U.S. Bureau of Industry and Security. www.bis.doc.gov COO Country of Origin. This is the country of manufacture, production or growth DOT U.S. Department of Transportation. www.dot.gov DG Dangerous Goods. Hazardous Materials (HazMat in the U.S.) ECCN Export Control Classification Number. Controlled by BIS. www.bis.doc.gov ERP Enterprise Resource Planning. Such as, SAP or JDEdwards HTS Harmonized Tariff Schedule. Controlled by USITC. www.usitc.gov IATA International Air Transport Association. www.iata.com Qty Quantity NAFTA North American Free Trade Agreement PO Purchase Order RMA Returned Material (or Merchandise) Authorization USITC U.S. International Trade Commission. Controls HTS. www.usitc.gov

This document is electronically controlled. Printed copies are considered uncontrolled.

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01_Requestor_001_Script 4.0 Script

4.1 Home

4.2 Landing Page

4.2.1 Compliance Training & Certification The Requestor will be redirected to the Compliance Training and Certification upon the first login activity or after one year after the last certification date.

01_Requestor_001_Script

4.2.2 Compliance Training & Statement The Requestor must read & acknowledge the Compliance Training by accepting the Compliance Statement. Selecting <> will not allow the Requestor to enter the application. Selecting << I accept>> will move the Requestor to the “Home Page”

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4.3 Home Page

4.3.1 Shipping Request The Requestor can create a new Shipping Request. For additional information, see § 4.4

4.3.2 My Shipments The Requestor can view, edit or delete existing Shipping Requests. For additional information, see § 4.5

4.3.3 My Libraries The Requestor can view, edit or delete records within own libraries. A. My Addresses B. My Items C. Item Return D. Item Search For additional information, see § 4.6

4.3.4 International Trade Regulations The Requestor will find all relevant information in regards with Foreign Trade Compliance and Medtronic related information. For additional information, see § 4.7

4.3.5 Help The Requestor will find information and help with regards to the U-Ship application. For additional information, see § 4.8

4.4 Shipping Request

4.4.1 Shipping Declaration The Requestor must agree with the shipping declaration, and click <> If <> or nothing is selected, the application will not go to the next page.

The Requestor can get additional information by clicking on the two provided hyperlinks. <> will move to the next page. <> will save the Shipping Request in the “My Shipments” page. <> will move to the cancellation dialog box.

4.4.2 Shipment Reference Title The Requestor will have to enter the shipment reference title. This information will help the Requestor identifying the shipment.

4.4.3 Shipping Addresses The Requestor must provide the addresses information. The Ship From information will be auto-populated by the application, based on the Requestor’s login information. Should it be updated, the Requestor can overwrite the fields.

The Ship To information can be manually key in the respective fields, selected from the “Medtronic Directory” (for Medtronic Inter-Department shipments), or retrieved from the “My Address Book”. The Requestor can select a non-Medtronic address. In this case, Medtronic information related fields will be hidden. Should the Requestor not be shipping from its location, the Requestor will have to select the Shipping Facility where the shipment will originate from, by selecting from the drop-down menu “My shipment is located at a different facility”. This will electronically transfer the Shipping Request to the appropriate Shipping Department.

01_Requestor_001_Script To select a Ship To address from a Medtronic address, click on “Medtronic Directory”.

Then, type in the Last Name and/or the First Name. Click <

The Requestor can also delete an address from the “My Address Book” screen. The Requestor must indicate the Country of Ultimate Destination for the shipment, by selecting the country from the drop-down menu. The Requestor can indicate to the Shipping Department if the shipping will be handled by an Intermediate Consignee. This will open a new address window to populate the Intermediate Consignee address. The address will print on both the Shipping Request document and the Proforma Invoice.

<> will move to the next page. <> will move back one page. Note that all required fields must be populated. <> will save the Shipping Request in the “My Shipments” page. <> will move to the cancellation dialog box.

4.4.4 Materials Description This screen is in two parts: The “My Items” and “My Shipping Cart”.

01_Requestor_001_Script The Requestor can add a new item to the “My Items” library.

The Requestor must populate all required fields for the item.

If the item is dangerous goods, the Requestor will have to answer additional questions and provide the related information. A. If “Yes”, the Requestor will have to provide the following information:

1.Hazard Class (from a drop-down list) 2.UN Classification Number 3.Proper Shipping Name 4.Material Data Safety Sheet (MSDS)

B. If “No”, the Requestor will have to answer to a second question:

01_Requestor_001_Script C. “Chemical, or Liquid or Powder?”

1.If “No”, the item is not a Dangerous Goods. 2.If “Yes”, the Requestor will need to provide the MSDS. If the item will be exported, the Requestor will have to answer additional questions and provide the following information:

D. Country of Origin (COO)

E. Harmonized Tariff Schedule (HTS) code

The Requestor can either: 1. enter the HTS code directly (format: ####.## or ####.##.####); or 2. search the USITC database (opens another window); or 3. search the U-Ship items classification database; or 4. select “I don’t know the HTS”

The Requestor must provide the basic item information in order for the Shipping Specialist to classify the item.

F. Export Control Classification Number (ECCN) classification check list.

The Requestor must answer all the questions to enable the <> button.

01_Requestor_001_Script The Requestor can edit, and update an existing item. The Requestor can select and copy an item from the “My Items” table to the “My Shipping Cart”.

The Requestor can add a document type to the request by selecting from the drop-down list, then click <> By default, the document’s value is $10.00. This value can be overwritten.

The Requestor can manage the “My Shipping Cart”

Input the quantity for the shipped item. Note: this information is per line item.

Select “Inventory Controlled Item” (By default: “No”). A. This option can be used to inform the Logistics Department that an inventory controlled item is being scrapped and shipped out as a non-inventory item. B. The Requestor will be requested to provide additional information in regards to the part number and lot number of the item being shipped. C. This will trigger the Logistics Department to transact the item out of their ERP system. D. The information will be printed on the Shipping Request document.

Select “Permanent Export” (By default: “Yes”). A. This option must be used to inform the Logistics Department and the Import Compliance Department that the item being shipped will be returning to the U.S. This will facilitate the re-import activities. B. The Requestor will be requested to provide additional information in regards to the approximate return date, the return COO, HTS, and Value of the item being shipped. C. This information will be logged in the “Manage – Item Return” page. D. This information will be showing on the automated e-mail sent out to the Requestor and the Recipient.

Select “NAFTA Certificate” (By default: “No”) A. This option can be used to inform the Logistics Department that a NAFTA Certificate is required for this item.

4.4.5 Additional Shipping Information

01_Requestor_001_Script Additional Shipment Charges Information

A. Charged Cost Center. Mandatory field. By default, this will be the Requestor’s Cost Center. This field is editable and can be overwritten with the appropriate Cost Center value. B. Project Number. Optional field. Only for Requestor’s or Recipient’s reference. C. PO Number. Optional field. Only for Requestor’s or Recipient’s reference.

01_Requestor_001_Script Additional Information.

This is information is for the Recipient. The Requestor can pass along information to the Recipient. This information will be printed on both the Shipping Request and Proforma Invoice documents. Shipping Instructions. This is intended to provide specific packing or shipping instructions to the Shipping Department. This will only be printed on the Shipping Request document. Shipping Reason.

Mandatory field. Select from the drop down menu. Note: To get the RMA dialog box, the Requestor must select a “Return To Vendor” option. RMA. Select Yes/No. Input RMA(s) Number(s). Expected Delivery Date. Mandatory field. By default calculated by the application. Note: The Requestor can update the date, but will be prompted to provide a justification.

01_Requestor_001_Script 4.4.6 Review Shipping Request

The Requestor can review and edit all information input so far in the Shipping Request process.

Clicking <> will open the selected information in a pop-up window. <> will move to the next page. <> will move back one page. Note that all required fields must be populated. <> will save the Shipping Request in the “My Shipments” page. <> will move to the cancellation dialog box. <> will electronically transfer the Shipping Request to the Shipping Department and send the Requestor to the Confirmation Message page.

A. The Requestor will have to print the Shipping Request. Click <> will open the Shipping Request in a pdf document. The pdf document can be saved by the Requestor

01_Requestor_001_Script after being printed. Note: The Shipping Request document must be printed to identify the materials and/or package to be shipped. B. Click the related check boxes. C. Click <> closes the Confirmation Message page. The Shipping Request will show as “Submitted” in the “My Shipments” page.

4.5 My Shipments

4.5.1 My Shipments

The Requestor can view, sort and filter all shipments. At status “Open”, the Requestor can edit or delete a Shipping Request.

At status “Submitted”, the Requestor can view the Shipping Request by clicking <> At status “Submitted”, the Requestor can recall the Shipping Request by clicking <>. This will move the status back to status “Open”

At status “Reviewed”, the Requestor can view the Shipping Request by clicking <> At status “Reviewed”, the Requestor can recall the Shipping Request by clicking <>. The Requestor will be prompted with the name and phone number of the Shipping Specialist currently working on the Shipping Request. If the Requestor needs to update the request, this will need to be done in collaboration with the Shipping Specialist.

At status “Ready”, the Requestor can view the Shipping Request by clicking <> At status “Shipped”, the Requestor can view the Shipping Request by clicking <> At status “Closed”, the Requestor can view the Shipping Request by clicking <>

4.6 My Libraries

4.6.1 My Addresses

01_Requestor_001_Script The Requestor can sort the information by clicking on the column headers. The Requestor can add a New Address.

The Requestor can edit an address.

01_Requestor_001_Script The Requestor can delete an address. Confirmation for deletion message will be prompted.

4.6.2 My Items

The Requestor can sort the information by clicking on the column headers. The Requestor can add a New Item, and will be guided to the “Manage Item” screen. The Requestor will have to enter all the required information. The Requestor will not be required to enter Export Controls, but can choose to provide the information by selecting “This item will be exported” check box. The Requestor can edit, and update, an existing item. The Requestor can delete an existing item. Confirmation message will be prompted.

4.6.3 Item Return

01_Requestor_001_Script The Requestor can sort the information by clicking on the column headers. The Requestor will input the “Returned Qty”, and click <>. When the quantity returned matches the expected return quantity, the line will disappear. The application will send automated reminders to the Requestor before the Return Date.

4.6.4 Item Search

The Requestor can search the Medtronic U-Ship Items Database, for HTS codes, ECCNs, and Dangerous Goods. The Requestor can search on the Items: - Description (also search on Detail Description) - HTS Codes - ECCN Codes

4.7 International Trade Regulations

01_Requestor_001_Script 4.7.1 OnLine Help This page is accessible without being logged in. The Requestor can view and read all related Customs rules and regulations information.

4.7.2 Related Links This page is accessible without being logged in. This page provides multiple links to Medtronic and Foreign Trade Compliance related websites.

4.8 Help

4.8.1 Contact Us This page provides useful information in regards to the Logistics Team per Medtronic Shipping Locations.

4.8.2 Feedback This page will open an e-mail to report improvement or enhancement suggestions to the Administrators of the U-Ship application.

4.8.3 OnLine Help This page is accessible without being logged in. The Requestor can view and read all related Customs rules and regulations information.

4.8.4 Technical Support This page provides useful information on what to do if the Requestor encounters technical problems with this application.

4.8.5 Using This Site This page provides useful information on how to use this application.

01_Requestor_001_Script <>

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