ECX Direct Inc.

Standard Operating
Procedure
SOP No. Version Written By Justin Katigbak
Change Date Effective Date Next Review
Title Delivery Page 1 of 2

OBJECTIVE

1. The aim of this standard operating procedure is to provide a generic instruction for
shipment delivery to Consignee, including possible exception scenarios

2. To ensure the shipment delivery is executed as per Consignee expectations and received
in good and acceptable order.

3. Shipment delivery is done within the schedule planned to ensure shortest transit time from
the airline/ cargo terminal to the Consignee warehouse, office, hospital, clinic,
investigational site etc.

SCOPE

4. This procedure covers the steps from destinations ECX office activation of the Transporter
until shipment delivery to Consignee.

REASON FOR UPDATE

5. Improvement from previous versions and member’s feedback

DEFINITIONS / RESPONSIBILITY

 Shipper - A customer that exports the shipment

 Consignee - A customer that imports the shipment
 Air Operations - ECX air operations staff / Validated partner operations
 PIC - Person-in-charge
 Transporter - Transport vendor / ECX that delivers the shipment

PROCEDURE

Activity
Responsible
 Submit ECX Courier Document to the transporter in advance before
shipment arrival
 For same day deliveries ensure early coordination with transporter to
avoid opportunity to charge premium charges
Destination  Any deviations in the shipment availability to be reported to the
Air transporter by email/phone call or to be reflected on the ECX Courier
Operations Document.
 If the shipment has been damaged during transit/ while at Transit
Warehouse or temperature excursion, origin ECX air operations,
Shipper and Consignee are to be contacted, advised and CAPA report
to be initiated
 Follow SOP 08 Corrective Action Preventive Action.
 ECX Direct Inc. Standard Operating
Procedure
SOP No. Version Written By Justin Katigbak
Change Date Effective Date Next Review
Title Delivery Page 1 of 2

 Based on the activation by destination ECX Office, follow the point of

Transporter delivery based on ECX Courier Documentation with attention to
instruction that requires a specific delivery date / time.

Damaged Shipment
 Upon collection of the shipment from the airline / cargo terminal,
should the shipment turn out to be damaged:
o Inspect the shipment and determine the damage extent and
whether possible to proceed with delivery
o For critical shipment damage where the content is
questionable, do not proceed with hand over, but leave the
shipment with the airline / cargo department / cargo terminal,
Exception contact the destination ECX air operations without further
delay and await further instructions.
o ECX Courier Document to be clearly marked as shipment
Transporter damaged with details.

Customer Notification

 By default, any shipment damage to be reported to both Shipper and

Consignee for further decision
 If the shipment is to be destroyed there must be written approval from
the Shipper/Consignee who is authorized to make this level of
decision.
 Confirm destruction requirements and based on shipment content,
make sure to follow local directions by this relevant authorities.

Transporter to observe and comply:

 Collect on a timely manner the shipment from airline / cargo terminal
Transporter or Transit Warehouse
 Inform destination ECX air operations shipment has been cleared from
the airline
 Perform customs clearance (applicable only for countries that allow
Destination customs declaration to be performed only after flight arrival).
Air  Update into BioTrack once customs declaration has been completed.
Operations
Upon completion of customs declaration:
 Validate the shipment profile reflected on the ECX Courier Document
matches with the actual shipment by number of pieces / total weight,
purchase order or Shipper / onsignee reference.
 Take notice if restricted access conditions/ venue for delivery / lunch
Transporter hours are specified including a points of contact and phone number
are provided, then they must be followed.
 Ensure the delivery route to the Consignee is done as directly as
possible within the delivery time specified.
 ECX Direct Inc. Standard Operating
Procedure
SOP No. Version Written By Justin Katigbak
Change Date Effective Date Next Review
Title Delivery Page 1 of 2

 Check that all boxes are intact, with no dents, scratches or damages
not leaking
 Request Consignee to sign off the ECX Courier Document, provide a
copy to the Consignee and one copy in return to ECX Office.

For delivery of shipments which are packed and sealed by ECX Origin
Office:

For re-usable ECX Shipper’s Box

 Unbox content for Consignee. Return Shipper’s Box to Transit

Warehouse / ECX Office as instructed.

Temperature Data Logger

 Remove and stop the temperature data logger, log last temperature
reading on ECX Courier Document
 Logger retrieval will be based on originally agreed requirements that
are written on ECX Courier Document.
 Contact destination ECX air operations to confirm delivery and sign off
by the Consignee
 Return signed ECX Courier Document and if applicable ECX Packing
Material / Temperature Data Loggers

Consignee not available / location closed

 In the event it is not possible to get access to the delivery location

customer is not around, etc., a call should be made to the ECX
origin/destination air operations to clarify the situation and ask for
Exception advice.
 If the situation can be solved, shipment to resume delivery and if not,
the shipment should be returned and kept in the specific temperature
as require by the shipment temperature profile

Rejection of Shipment
 Should the Consignee for any/unknown reason reject the shipment?
ECX origin/destinations air operations are to be contacted for next
steps.

 With the final delivery details provided by the Transporter, update the
Destination outstanding milestone in BioTrack including the ECX Courier
Air Document.
Operations  Validate quoted/actual shipment charges and finalize the billing into
BioTrack
 ECX Direct Inc. Standard Operating
Procedure
SOP No. Version Written By Justin Katigbak
Change Date Effective Date Next Review
Title Delivery Page 1 of 2

REFERENCES

6. NA

Prepared By

Justin Katigbak