Managing Biospecimen Shipments

Objectives

After completing this lesson, you will be able to:

  • Complete and manage shipment processes

Manage Biospecimen Shipment

Once the treatment order has been reviewed and approved, the execution phase of the supply chain orchestration can begin. In our case, this would begin with the management of the biospecimen shipment.

Steps

  1. Book Biospecimen Courier

    Here, the first step for the treatment order manager is to book a courier for the biospecimen shipment. For that, we navigate to the order of interest using the Manage Orders application in the Treatment Management section.

    From this screen, we can open the detail view of this particular order by clicking on the arrow pointing to the right.

    In the order overview, navigate to the Shipments tab and select the (first) biospecimen shipment number (in blue). In the pop-up window, select Manage Shipment to navigate to the biospecimen shipment view. Here, the first thing that must be done is determining the transportation lane. This is done based on configured rules by the system when you click on the Determine Transportation Lane button on the top right. This determines which courier would be best suited for the biospecimen shipment.

    The next step would then be to book this courier. Make sure that the location data and the shipment dates are correct or adjust accordingly before clicking on the Book Courier button on the top right. This action will also generate the waybill number and populate the respective field on the Logistics tab of the biospecimen shipment. Additional information, like the shipment tracking link or the Temperature Monitor Tracking Link can be also provided by the courier and would be available here, too.

  2. Manage Incoming Biospecimen

    As an alternative, you can now also use the new Manage Inbound Logistics app to quickly navigate to and manage a biospecimen shipment.

    Once the biospecimen is on its way to the processing site (which can be in-house manufacturing or a CMO), the next steps can be managed using the applications in the Manufacturing Management section. Here, the first app that we are going to use is Manage Incoming Biospecimen. Using the Chain of Identity ID or the Biospecimen Shipment ID, the manufacturing organization can navigate to the incoming biospecimen shipments and review all available data. This could be, the logistics information, the associated purchase order of the integrated ERP, the biospecimen batches that are part of the shipment, attached documents, and logs. This helps to prepare to receive the shipments.

  3. Print Hangtag Labels

    One such preparation step is the printing of hangtag labels for the biospecimen. To print the hangtag label, navigate to the Print Biospecimen Hangtag Label app in the "Manufacturing Management" section. Here you can use the Chain of Identification ID and the Shipment ID to open the label printing view of the relevant shipment. In this view, you can select the relevant label document and generate, reprint, or invalidate the associated label. The information for the label will be provided by SAP Cell and Gene Therapy Orchestration, the printing itself is then executed using the integrated label printing service.

    Once all labels that will be needed are printed, the next logical step will be the confirmation of the biospecimen receipt.

  4. Confirm Shipment Receipt

    To confirm the receipt of the biospecimen, navigate to the Confirm Biospecimen Receipt app in the Manufacturing Management section. Here you can use the Chain of Identity ID and the Shipment ID to open the confirm biospecimen receipt view of the relevant shipment. In this view, you must go to edit mode by clicking on the edit button on the top right and then navigate to the collection details that are part of this shipment.

    In the collection details you can now confirm the receipt of all individual sub-units by setting the tick mark and then applying the changes by clicking on the apply button on the bottom right.

    This brings you back to the shipment view where you now need to confirm the date and time of the biospecimen receipt and the shipping conditions as well as the fact that the biospecimen shipment patient data matches the biospecimen and the hangtag data (Chain of Identity Confirmation). To finalize this step, you now must save by clicking on the save button on the bottom right. Here, again, your e-signature is needed to complete this step.

  5. Manage Biospecimen Disposition

    Next, to manage the disposition of the biospecimen, navigate to the Manage Biospecimen Disposition app in the "Manufacturing Management" section.

    Here you can use the Chain of Identity ID and the Shipment ID to open the manage biospecimen disposition view of the relevant shipment.

    In this view, you must go to edit mode by clicking on the edit button on the top right and then navigate to the received collection details that are part of this shipment.

    We can select the correct disposition status for each sub-unit and apply changes by clicking on the "apply" button on the bottom right.

    This brings you back to the manage biospecimen disposition view of the relevant shipment where you can now save the changes by clicking on the save button on the bottom right. This step will again require your e-signature.

    With this, we now have successfully received the biospecimen shipment, printed relevant hangtag labels for it, and dispositioned it so that it is ready for the processing activities.

Shipping the Biospecimen - Simulation

Watch the simulation Shipping the Biospecimen to learn more about the system-related activities.

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