A guide for the practical / physical use of V-EMB pool packaging. version 6.5
ISPM 15. INTERNATIONAL STANDARDS
Introduction
Here at Volvo Group packaging, we specialize in delivering a comprehensive range of packaging products to global manufacturing and aftermarket supply chains.
We have been fine-tuning these products and associated support services over many years and take great pride in what we do.
This manual is targeted primarily at the physical handling and quality of V-EMB pool packaging, outlining the general rules of usage and information to support the various users. We hope that it helps and makes the experience of using V-EMB packaging a positive one.
Other information relating to more administrative support can also be found on the online Web portal or the Supply Chain Center
As the packaging is used by many different sectors within the manufacturing and aftermarket supply chain, your customer may have additional requirements that they would like you to follow. They should communicate this to you directly or issue you with instructions or additional guidance and / or ‘User manuals.
If you have any concerns that those instructions conflict with the information set out in this document, please contact us and we will do our best to resolve any issues.
We hope that your experience using our packaging is a positive one.
Packaging Quality Assurance - Inspection team
Links and contacts
User Portal:
https://supplier-portal.volvo.com/login/?brand=volvo
Quality Assurance:
World: EX Europe Group Email: v-emb.inspectors@volvo.com
Europe: Supply Chain Center https://supplychain.volvo.com
Order & Delivery:
Order handling (adjustments of orders & additional requests)
Distribution of empty packaging
Deviations in deliveries of empty packaging
Collection of damaged packaging
Packaging Balance Control:
Education of new and existing users
General invoice queries
User contract queries
Physical inventories
Delivery note corrections of dispatched packaging
Investigation of stock balances discrepancies
Closure of packaging accounts
Master Data & Implementation:
Changes in company details and contact persons
Questions about existing Nii cases
Create new user-ID for access to the portal
LES Portal Helpdesk- IAM team:
If having any problems with login at the web portal and need assistance
General use
- The V-EMB Packaging pool is an asset with a lot of capital invested, therefore the higher the number of cycle times (uses per year), the more cost effective the pool becomes.
- All shipments of V-EMB pool packaging must be registered in the LES portal.
- V-EMB packaging should ideally be used and moved on as soon as possible.
We do our best to maintain and deliver our packaging in good condition, for us to be able to maintain this standard we ask, that you remember and adhere to the following:
- V-EMB packaging remains the property of Volvo Group and may not be sold.
- The packaging should never be scrapped (without Volvo Group written consent -Please contact your Packaging Inspector for assistance).
- The form or character of the packaging must never be changed.
- No marking, writing or graffiti directly onto the packaging.
- If greasy or oily parts are to be packed, then the packaging needs to be protected.
- The packaging should not be painted partially or wholly.
- The packaging should be stored according to instructions given, (to be found in the online catalogue and in the ‘Packing instruction’).
- The packaging should not be used for purposes that it was not intended for.
General use– by user category
Usage: Options and restrictions
Additional restrictions may apply to the below for certain Pool packaging types
(e.g. Special packaging, racks, combitainers) due to restricted supply demand / cost of packaging. If you are unsure, please contact the Pool packaging organisation.
Standard users / Material suppliers
Pool Packaging should be used for the shipping of goods intended.
The Packaging should not be used for flows or storage of non-related product.
Overstock fees, and order restrictions may be imposed if stock exceeds expected level (measured against historical use).
Volvo group manufacturing plants
Pool Packaging, like the parts contained, need to be processed and moved through the plant as efficiently as possible.
There are few restrictions on the packaging use if the usage does not damage or alter the packaging; however, the use of Pool packaging for storage of rubbish / re-cycling is not permitted.
Long-term outside storage without rotation should be avoided.
Unnecessary use of V-EMB packaging should be minimized as Overstock fees may apply.
Central parts storage/ Distribution facilities
In addition to the distribution of goods, parts warehouses are expected to have a higher requirement for stored goods and therefore, a higher degree of static or stored pool packaging.
There are few restrictions on Pool Packaging use, if the usage does not damage or alter the packaging; however, the use of packaging for storage of rubbish / re-cycling is not permitted.
Long term outside storage without rotation should be avoided.
Unnecessary use of pool packaging should be minimized as Overstock fees may apply.
Dealerships / Service market
Empty Pool Packaging should be returned or used for the return of goods.
Pool Packaging should not be used for onward flows or storage of non-related product.
Long-term outside storage without rotation should be avoided.
Terminals / Packaging manufacturers and cross dock facilities
V-EMB Pool Packaging should only be used according to agreed protocols / SOP’s
Packaging must not be used for any third-party use or storage.
No unauthorized re-distribution.
Long-term outside storage without rotation should be avoided.
Loading and unloading – packaging
Empty packaging:
When packaging arrives at your site, you must check the load against the paperwork.
Check that the types and quantities are correct. This is especially important if the trailer has deliveries for more than one user. Do not unload packaging that is not intended for you.
Any deviations for deliveries of empty packaging need to be reported to our Order & Delivery team, quoting your four-digit Receiver SLOC and the Delivery note number, found at the top of the Delivery note.
You need to also check the quality. If any issues are found, please follow the steps in the chapter ‘Quality issues’.
Delivery Note:
Filled Packaging
Deliveries should arrive with a delivery note. If not, then details and new copies of delivery notes can be found and reprinted (if needed) in the LES System.
Check that the quantity and types received are correct. Any deviation should be reported to the Order and delivery team.
Accuracy is very important, as packaging booked to your account has a value.
Incorrect bookings will lead to incorrect stock balances at both your site and at the Sender’s account, leading to time- consuming inventory discrepancy follow up and potential replacement costs.
(Below) Date range has been added and movement type 101 has been selected to filter the results to incoming flows.
(Below) Delivery notes can be reprinted, and files can be exported to Excel if required.
Additional information: LES user manuals, available on the Web Portal or
in the knowledge base: LES WEB portal manual
Whilst one of the reasons for packaging is to prevent damage to the goods, you should also try to prevent damage to the packaging itself.
The four main problems we see most are:
- Poor loading practice
- Poor spatial distribution in trailers and containers
- Poor weight distribution
- Poor securing of load
When loaded, ensure that loads are appropriately secured with the correct lashings.
Adhering to any rules and regulations.
Storage
Empty packaging
Empty packaging should be stored on a well-drained hard surface, preferably away from any similar packaging from other suppliers to avoid incorrect use.
A good stock rotation system should be practiced, especially for packaging not stored under cover. The oldest stock must always be used first, with consideration given to possible contaminants, air circulation etc.
Different types of packaging should be stored according to instructions for the respective packaging types. This storage information can be found on the Delivery note or on the LES Web Portal.
Storage information in the ‘Packing Instructions ‘to check this information, please see
‘Pack Instructions’ located in the Catalogue section of the LES WEB Portal. This includes recommended stacking heights of Empty bundles.
If for any reason you cannot find the information you require or have any further questions about storage, please do not hesitate to contact us.
The storage information is based on what conditions are appropriate for the packaging; therefore,
if packaging has a status of ‘OK Outside’ / ‘Not undercover’ then you can expect the packaging to arrive at times damp, wet or even with snow. Please take this into consideration when planning your ordering, storage, and timing for the packing of parts and components.
Whilst some bundles of packaging have the addition of plastic covers, the storage information may also state ‘undercover’. This is because the plastic covers are used to provide an additional protection against potential water ingress (whilst being loaded or unloaded), not as protection for longer term outside storage.
Our pool packaging is an asset to us, and all parties benefit from it being in the best possible condition, so please treat it with respect. The replacement cost of packaging which becomes unusable due to incorrect storage or mistreatment may be charged.
Filled packaging
Filled packaging follows the same guidelines for storage as the empty packaging; however, please follow your company’s / customer’s guidelines for storage of the contents.
V-EMB packaging is intended to be used for the transportation and storage of components and parts. V-EMB packaging should be used and moved on as soon as possible). Please refer to the chapter on ‘Usage: Options and Restrictions’ for further information.
Stacking Recommendations
Important: This instruction is for OK V-EMB empty packaging bundles. Bundles of Packaging Sorted as damaged should be separately assessed and safely stacked accordingly.
Empty wooden packaging - bundles
Wooden packaging needs to have sufficient air circulation to prevent mould and mildew forming.
This information is intended to give some guidance for the depth and width of empty packaging stacks (in standard bundle quantities).
For height restriction, please refer to the individual packaging instructions.
This stacking guidance is for packaging not being stored undercover (spacers indicated are those that can be stored outside).
Important: This instruction is for OK V-EMB empty packaging bundles.
Bundles of Packaging Sorted as damaged should be separately assessed and safely stacked accordingly.
Handling
Manual / Physical handling of packaging
Whilst every effort is made to ensure that your packaging arrives in good condition, the nature of wooden material still leaves the risk of splinters. We recommend the following:
- The use of suitable gloves when manual handling wooden packaging
- To take care when folding hinged packaging
- Caution when cutting the strapping on bundles of empty packaging
The weight limits of the packaging are stated in the chapter PACKAGING SPECIFICATIONS > for safety reasons, these weights should be adhered to.
In addition, your company may also have guidance on safety and manual handling. Please ensure that these are followed so that both you and the packaging remain in good condition.
Volvo – Ergonomics Guideline (Manufacturing) doc.
Mechanical handling
To keep the packaging in as good a condition as possible, here are a few dos and don’ts.
As with manual handling, your company may also have guidance on safety and handling. Please ensure that these are followed.
Quality issues
Whilst every effort is made to ensure that your packaging arrives in good condition, sometimes issues may occur.
Any deliveries of empty packaging not conforming to the standards set by us, should be reported right away to our Order and Delivery team (please see contact details).
If you wish to check these standards, please see ‘Sort Instructions’ located in the Catalogue section of the LES WEB Portal.
Redundant empty packaging is re-packed into ‘bundles’ at our packaging terminals and at various points in the supply chain; these are often referred to as ‘releasers’. The releasers are trained in quality and control of packaging. The information on the ‘TY packed by labels’ (above) gives us important information regarding which of those releasers was responsible for the packing and quality checks of that bundle. When a quality / quantity issue is isolated, this information enables us to track any issues back to the root cause and rectify the problem more quickly and efficiently.
We will always do our best to resolve any issues and get you back on track as soon as possible. We will either arrange collection of unusable packaging or, in some cases, authorize disposal at a user’s site. In addition, we have a global team of Quality Assurance Inspectors who work to ensure that the standards are maintained.
If an issue is reported that warrants additional actions, then you may be contacted or possibly visited.
Please be aware, as per the User contract, that any packaging that is damaged whilst on site, the user is responsible for the return transport costs. We also reserve the right to invoice replacement costs for lost or damaged packaging, due to incorrect storage or misuse.
We do, however, expect some damage / wear and tear to our packaging during normal handling and the cost of the repairs (unless misuse is identified) is included in our transaction / usage costs and calculations. We have an extensive network of repair shops constantly working to keep our packaging in good order with most damage being repaired.
Additional information on handling damaged packaging for those sites deemed as releasers can be found in a separate document ‘Empty Packaging returns – Releaser guide’.
Copies are available upon request or can be located on the Supplier portal.
Damaged packaging should never be scrapped without prior authorization in writing from one of the Packaging Inspectors.
Inspector site visit / audit
Our team of Inspectors look after the quality of packaging throughout the full life span of our packaging from manufacture to usage, maintenance, scrapping and re-cycling of materials.
During your time using V-EMB packaging, we may require an onsite visit from one of our Inspectors.
The Inspector’s visit / audit will be to ensure that all parties are in line with the expected rules and expectations, with particular focus on the physical quality of the packaging.
For more general issues we will do our best to assist or direct your issues to the appropriate department within Packaging Management.
Likely areas to be covered.
The impact on / from Packaging:
- Quality Issues / deviations from standards.
- Storage of filled and empty packaging.
- Handling.
- Transport.
- Suitability of packaging specifications.
- Interaction of parts and packaging.
Assist with:
- System input and administration.
- Account balance issues.
- Any other Packaging related issues.
Audit check sheets and action plans
Strapping and securing
Strapping for both filled and empty packaging
There are various types of strapping available, all with different properties, primarily split between steel and plastic. Steel strapping is designed for extreme tasks that require a heavy or very heavy-duty strap. Plastic strapping materials are made from polyester or polypropylene and are available in a variety of strengths, styles, and finishes. Unlike steel strapping, elongation and recovery are a key factor for deciding which type of plastic strap to use.
The below guidance Strapping Spec V 2.3, is to help maintain safety standards and align with VOLVO GTO Sustainable Packaging Directive 0001-27-696
The Preferred default option is: Extruded polyester width ≥ 15mm
Unless specifically asked to do otherwise – DO NOT USE STEEL
The preferred fixing is heat-seal / friction welded, rather than with metal or plastic clasps, as it is safer when cut and easier to re-cycle. This method removes the need for any metal clasps; the joint does not protrude and conforms best to our safe working and environmental policies.
(Extruded polypropylene and polyester can be secured in this way)
Packaging should be strapped in such a way to ensure that:
- Both the contents and the packaging are secure.
- Tension is tight – but not so tight that the parts or packaging is damaged or deformed.
- Straps should be as close to vertical as possible – this reduces the risk of slackening if load moves.
- Label information is not covered.
- Strapping should be towards the outer blocks (as illustrated) or in line with allocated slots on lids or spacers (if applicable).
- If lids are used without frames, the lids must not be allowed to deform or be damaged, (alternative packaging or the use of battens should be considered).
Below are some examples of required strapping for common packaging configurations.
The use of nails, screws, permanent adhesives, or tape is not allowed on Pool Packaging.
Labelling
Old labels
We do our utmost to ensure that your deliveries of empty packaging are label free; however, we would advise all users to check and remove any that are found before using (deliveries to plants with incorrect label information can be very disruptive).
If you receive empty packaging where this becomes an issue, please let us know.
Details of what action to take can be found in the ‘QUALITY ISSUES’ chapter.
Plastic Boxes
Most of our boxes are designed to nest into each other when empty
to maximise transport volumes. To assist with this nesting capability,
the label requirements are for labels to be affixed to the boxes and
then removed after use.
To maintain a high standard the V-EMB pool Plastic Boxes washed regularly.
Whilst our washing machines can remove some label remnants, it is important for the labels to be removed prior to wash, as much as possible. (As per Sorting Instructions)
This is the responsibility of the Releaser of the empty packaging, which is often the final production plant who also will be deciding on the label specification initially.
A balance must be found between the need for the labels to remain attached during transport, storage and handling and the subsequent removal after use.
Deciding on what to use can sometimes be a bit confusing, as Odette label manufacturer’s specifications are numerous and include labels made from plastic or paper, coated or non-coated, easy peel, permanent or semi-permanent etc.
Ultimately the specifications will be decided and given to you by your customer / packaging engineer.
The use of additional staples, tapes, wire, string, cable ties, or similar fastenings are not permitted.
The addition a master label for bundles of boxes may be required, a single use card label holder should be used, certain regions are able to order ones from us (ref number is EMB 9900000153) these can be ordered via the LES Packaging portal.
The ‘EMB 153’ label holder comes pre-scored for easy folding and is attached to the bundle as shown (below).
Under no circumstances should labels be attached to the boxes using staples.
Wooden packaging
(Pallets with frames and lids)
Labels should be attached to the bottom left-hand corner of the handling side, or as stated by your customer, using staples.
The use of self-adhesive labels being stuck onto the pallet boxes is not permitted!
No ISPM markings should be covered, wholly or partially, by labels or document holders.
Custom officials may not remove or check under labels and may deem packaging without two visible markings per piece as non-conforming!
If this happens the packaging and possibly contents may have to be returned to the sending country.
For More Information on ISPM 15 and other International Standards please go to International Standards
Foldable containers and Combitainers
Labels should be placed in the allocated label holders.
Labels should not be stuck in any other areas of the packaging.
Racks and other packaging
If the packaging has a label holder then this should be used. If not, then your customer’s packaging engineer should be able to provide you with their requirements. Please do not use labels in such a way that will prove difficult to remove or damage the packaging.
Packing specifications
Information can be found in the LES online application under the Heading ‘CATALOGUE’ in the navigation pane.
International standards
ISPM 15
Considerable damage and loss to native tree populations has been caused by uncontrolled pests and organisms spreading from country to country. Non-treated wooden packaging material is believed to have played a part in this. Consequently, the International Standard for Phytosanitary Measures No. 15 (ISPM 15) was created and adopted in March 2002 by the IPPC, (International Plant Protection Convention), and is now under implementation globally.
Details on how this affects users of V-EMB Pool packaging, what to look for and much more information can be found on the web portal: LES Supply Chain Packaging / ISPM 15
Common issues / problems
We asked various people in our organization that deal with quality issues what would be on their list of most common or most concerning – here are some examples ….
Any actions you can take to ensure that these don’t happen would be greatly appreciated.
If you find any of the above or other re-occurring issues, please do what you can to rectify the problem as soon as you can and/or let us know.
Frequently asked questions
Q: Do Volvo Car and Volvo AB use the same Packaging pool?
A: No, not anymore – Volvo Car are no longer part of Volvo AB and are not users of the Pool.
When Volvo Car separated from the AB Volvo Pool, they took a percentage of the existing packaging, rebranded it and now run a separate pool. The transferred packaging has the addition of yellow markings, (details of which are available on request).
Since the separation, Volvo car’s pool packaging is branded ‘Volvo Car’ some of which may now also differ in design or colour.
DO NOT MIX –If you are a supplier that has both Pools on site, please take care to avoid incorrect use.
Q: Where do I find sorting and packing instructions?
A: In the Catalogue section of LES – or on the Catalogue App
Q: The wooden frames I have ordered have a lot of staples remaining… is this OK?
A: Yes – Wooden frames are intended to have labels attached by staples; we have no policy of removal (apart from those that risk injury) we also advise the use of gloves when handling frames.
Q: Why do I have to use specific plastic strapping?
A: To prevent injuries and for environmental requirements.
Q: Where do I send damaged packaging?
A: Always to the designated packaging terminal. Please use the user portal for more information.
Q: Will I get charged for damage?
A: Not normally. We will only charge for the replacement cost of the packaging, if we find that the packaging has been subject to inappropriate usage or misuse.
Q: Can I just scrap damaged packaging?
A: No! Your packaging balance will be affected. Packaging should never be scrapped without written consent from us. Damaged packaging can often be repaired and should be sent back to the designated terminal. Please go to the user portal for more information.
Q: What if I receive damaged packaging in a delivery of empty packaging?
A: In the unlikely event that you should receive damaged or substandard packaging. We would like to hear about it and support you, please go to the user portal for more information.
Q: Why do I have to register Packaging in the LES system?
A: If you do not register the packaging usage, there will be a stock discrepancy in your account at the next inventory, your company may be invoiced for additional rental cost or replacement cost for lost packaging.
Q: What do I do if I have forgotten to register packaging in the LES System?
A: Unless there has been an inventory between the shipment and your registration, you can simply register the shipments on the LES System. In other cases, please go to the user portal for more information.
Q: Who pays for the transport when returning surplus empty packaging?
A: The sender.
Q: Who pays for the return transport of damaged packaging?
A: The sender, unless it is established that you received substandard material from us.
Q: Can I load damaged packaging onto the trailer that my empty packaging arrives on?
A: No, the trailer is most likely allocated for other transports. Please contact us via our ticketing system.
Q: Do I include damaged material in my inventory?
A: Yes, all packaging must be counted.