This lesson is being piloted (Beta version)

DUNE HWDB Training: DUNE Shipping Procedure

This page describes the DUNE Shipping checklists which must be filled out when one needs to ship DUNE components to the warehouse in Rapid City, SD and eventually to SURF. The procedure can be also employed in the case of shipping to non-SURF destinations, including the case of transshipping to SURF.


Contents

Section Description
The two apps and word document Two apps to help users to follow the shipping procedure. A word-doc file is also available.
Packing checklist Assign a PID to a shipping box and link to its contents
Pre-shipping checklist Collect info of your shipment, notify the FD Logitics team, and generate a DUNE Shipping Sheet (QR-code)
Shipping checklist Send shipping docs (Bill of Lading and Proforma Invoice) to the FD Logistics team to request for the final approval before shipping. Also update the location in the HWDB.
Receiving checklist Update the location in the HWDB, remove its sub-component links, and notify its arrival to the POC person

The two apps and word document

We offer two applications, the HWDB Dashboard and iPad App. These two apps help and enforce users to follow the shipping steps we describe below.

One could also either just follow the steps below or download the shipping procedure from here.

In the following, where appropriate, we show screenshots based on the HWDB Dashboard as the iPad app has very much similar GUI.

In the HWDB Dashboard, clicking the Shipments tab, one arrives at a page as shown below. (see also HWDB Dashboard#shipments)
You see all available shipping containers/boxes (PIDs) here, separately for the ones that are;

Type in your Type ID or name and find your shipping box (a PID). Select a PID and start to pack! shipment opening



If a PID has not been assigned to your shipping box, go to its corresponding Type View page and find a pane, New box, as shown below:

newbox You can assign a PID to your new shipping box from here.





For rest of this page, we are going to describe the four checklists, Packing, Pre-shipping, Shipping, and Receiving.



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Packing checklist:

A PID needs to be assigned to every shipping box. And its contents, which are treated as sub-components in the HWDB, need to be linked to their parent, the shipping box.

And that is basically all you need to do in the packing checklist. It prepares you to assign a PID to your shipment box, while making links from the assigned PID to each of your sub-components that are contained inside of your shipment box.

In the HWDB Dashboard, one can see current contents of your shipping box in the PACKING pane, if there is any. See below as an example.
Notice that one could directly unlink components from here, if wished. To add more components, click Add items… button. packing menu


In the packing session, you can select available sub-components as shown below. packing1


You could also use your smart phone to scan QR-codes to read-in PIDs as well. packing2



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Workflow in the Dashboard

The rest of the checklists, Pre-shipping, Shipping, and Receiving checklists in the HWDB Dashboard can be found in the SHIPPING WORKFLOWS pane as shown below. Select one to start to go through it.

workflow



Pre-shipping checklist:

The goal of this checklist is to:

Pre-shipping checklist must be completed before filling out shipping checklist.

Gathering information of the shipment, POC, and QA Representative

Certification of shipment via consortium

The very first thing you need to do in Pre-shipping checklist is to produce and post an Executive Summary.

In producing an Executive Summary, make sure that components in your shipping box have;

  • the two flags set to be Yes and
  • the component status is either QA/QC Tests - Passed All or Use As Is. See Shipping handoff process to learn about this hand-off process.

Once your shipping box is certified:

If your shipment is sent directly from vendor to SD Warehouse/SURF

Obviously there is no way to perform the certification process in this case.
Skip this process entirely. And you will need to go through the process once your shipment is arrived at SURF
(i.e., when you fill the Receiving checklist).



In the Dashboard, user is prompted to select a particular route, checked for the existence of Executive Summary, info for a QA-rep and POC:

routeselection ES rep poc



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Shipment origin, destination, size, weight, and arrival date

Next, we need to tell whether the shipment is domestic or international.

For international shipment

Harmonized Tariff Schedule (HTS) code must be additionally provided.

  • Use the HTS code that your institution or lab used in the past successfully.
  • Else, for Equipment and Materials for the LBNF & DUNE Scientific Projects, use 8543.90.8845 (parts of particle accelerators).

You will then need to provide the followings:


Or in the Dashboard, it would look like these: origin ff



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Send an acknowledgment to the FD Logistics team

We are now ready to send an acknowledgment to the FD Logistics team to let them know your shipment is coming. Send an email like the following to sdshipments@fnal.gov, while attaching a csv-formatted file that contains information of what you have provided so far.

A suggested acknowledgment email message:

Dear FD Logistics team,

I, Hajime Muramatsu, would like to request a new shipment.
This shipment has been approved by the Consortium QA Representative, Hajime (hmuramat@umn.edu).

Please find the attached csv file, D00599800007-00102-preshipping-2025-07-20-09-23.csv, that contains the required information for this shipment.

Should there be any issue with this shipment, email to the following address(es):

- hmuramat@umn.edu

Hajime Muramatsu


And here is an example of such csv file that should be attached to the above email message: preshipping csv



In the Dashboard, it would look like these: email



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Wait to hear back from the FD Logistics team

You need to wait to hear back from the FD Logistics team.

Once they respond:

Again, in the Dashboard, it would look like this: damage



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Generate a DUNE Shipping Sheet and upload it to the HWDB

We are now ready to produce a DUNE Shipping Sheet. It needs to have:

An example of such sheet is shown below. shipping sheet


This sheet then needs to be uploaded to the HWDB, under the IMAGES of the PID of your shipping box.

One should also print this out in a letter (or A4) size and attach it to your shipping box, along with its bill of lading. This is one of the steps in the Shipping checklist.



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Upload the rest of the info to the HWDB

We are almost done with the Pre-shipping checklist (the longest checklist!).

The contents of the Pre-shipping checklist needs to be uploaded to the Item Specifications of your shipping box. An example is shown below in the JSON format:

"DATA": {
  "Pre-Shipping Checklist": [
    {"QA Rep name": "Hajime Muramatsu"},
	{"QA Rep Email": [
		"hmuramat@umn.edu"
	]}
	{"POC name": "Hajime Muramatsu"},
	{"POC Email": [
		"hmuramat@umn.edu",
		"hajime.muramatsu@gmail.com"
	]}, 
	{"System Name (ID)": "FD1-HD HVS (005)"},
	{"Subsystem Name (ID)": "HWDBUnitTest (998)"},
	{"Component Type Name (ID)": "Test Type 007 (D00599800007)"}, 
	{"DUNE PID": "D00599800007-00075"}, 
	{"HTS code": "78906"}, 
	{"Origin of this shipment": "University of Minnesota"}, 
	{"Destination of this shipment": "SD Warehouse/SURF"}, 
	{"Dimension of this shipment": "9 x 10 x 3 m"},
	{"Weight of this shipment": "89 kg"}, 
	{"Freight Forwarder name": "FedEx"}, 
	{"Mode of Transportation": "truck"}, 
	{"Expected Arrival Date (CT)": "2025-01-19 17:10:23"}, 
	{"FD Logistics team acknoledgement (name)": "Hajime"},
	{"FD Logistics team acknoledgement (date in CT)": "2025-01-19 17:10:23"}, 
	{"Visual Inspection (YES = no damage)": "YES"}, 
	{"Image ID for this Shipping Sheet": "cf63510c-d6bb-11ef-a171-3bc8bcafd26b"}
  ],
  "SubPIDs": [ 
	{"(Test Type 002 (My Sub Comp 2)": "D00599800002-00057)"},
	{"(Test Type 003 (My Sub Comp 1)": "D00599800003-00001)"}
  ]
 }



If you are not shipping to SD Warehouse/SURF

Skip the all steps that are related to communicate with the FD Logistics team.

  • No need to provide info of your Consortium QA representative.
  • No need to provide info on size, weight, Freight Forwarder, abd expected arrival date of your shipment.
  • No need to send an acknowledgement to the FD Logistics team.

You are still encouraged to do the following:

  • Provide info of your POC person.
  • Provide origin and destination of your shipment.
  • Generate the DUNE Shipping Sheet and upload it to the HWDB.
  • Upload the corresponding pre-shipping checklist.



In the Dashboard, this process of generating a shipping label and recoding in the HWDB would look like this: final



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Shipping checklist:

Bill of Lading and Proforma Invoice

You should obtain a Bill of Lading (BoL) electronically. This is needed in order to upload it to the HWDB. A photo of BoL would be fine as well if it is sufficiently high-resolution.

For your BoL, request your carrier to employ a BoL type, “Through Seaway BoL” or “Through BoL with an express release”.

Also request your carrier to include the shipping box PID and its Component Type Name in its BoL.

If it is your shipping department who interacts with the Freight Forwarder office on behalf of you, make sure to make them to follow the above procedure.


For an international shipment, a Proforma Invoice (i.e., commercial invoice) is required additionally. Again, make sure to request your carrier to include the shipping box PID and its Component Type Name in the invoice. And request them to send you the finalized invoice electronically as well.



In the Dashboard, it would look like these: shi_check shi_bol



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Recipient (Warehouse) address

The warehouse address should be:

ATTEN: LBNF/DUNE
Dakota Warehouse
1313 E Saint Patrick St.
Rapid City, SD 57701

PH: 605-389-3344

Of course, if it is an international shipment, don’t forget to add USA at the end of the address and the phone number should be 1-605-389-3344.

If your shipment is sent directly from vendor to SD Warehouse/SURF

The recipient address should be the following (just add <PID> as shown below):

ATTN: LBNF/DUNE   <PID>
Dakota Warehouse
1313 E Saint Patrick St.
Rapid City, SD 57701

PH: 605-389-3344

where <PID> should be the PID of your shipping box. This way, the FD Logistics team would recognize what the shipment is when they receive it at the warehouse.



If you are sending in an envelope form which it is not possible to attach your shipping label to,
you should also include <PID> in your recipient address.

Sending BoL (and Proforma invoice) to the FD Logistics team

We are now ready to send a request for the final approval for this shipment to the FD Logistics team.

Send a request to sdshipments@fnal.gov with your BoL attached (Proforma Invoice as well if it is international). Again, an example email message is shown below:

Dear FD Logistics team,

I, Hajime (POC), would like to request your final approval for this shipment.
The DUNE PID for this shipment is D00599800007-00102.

Please find the attached file;
- BoL_hajime_2025-07-20-10-17.png for BoL.
Should there be any issue with this shipment, email to:

- hmuramat@umn.edu

Hajime (POC)



In the Dashboard, it would look like these: shi_email



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Wait to hear back from the FD Logistics team

You must wait to hear back from the FD Logistics team before proceeding further.

Once you are approved to ship:



Attach your DUNE Shipping Sheet and ship it!

Before you finally ship it, make sure the followings are done:



In the Dashboard, it would look like these: shi_approval

If all are done, ship it.

Update location information of your shipment in the HWDB

Don’t forget to update location of your shipment in the HWDB at this point. Once it is shipped, the location of your shipping box should be In-Transit.

Upload what you have provided in the Shipping checklist to the HWDB

Upload the followings to the HWDB, under the IMAGES of the PID of your shipping box:

And also upload the following information to the Item Specifications of your shipping box:

Again, we provide an example in the JSON format below:

"DATA": {
  "Shipping Checklist": [
	{"POC name": "Hajime Muramatsu"}, 
	{"POC Email": [
		"hmuramat@umn.edu",
		"hajime.muramatsu@gmail.com"
	]}, 
	{"System Name (ID)": "FD1-HD HVS (005)"}, 
	{"Subsystem Name (ID)": "HWDBUnitTest (998)"}
	{"Component Type Name (ID)": "Test Type 007 (D00599800007)"}
	{"DUNE PID": "D00599800007-00075"}
	{"Image ID for BoL": "864966a0-d6c0-11ef-94fc-5fad7be5af4a"}
	{"Image ID for Proforma Invoice": "88024d18-d6c0-11ef-9904-0bc5dd4b6979"}
	{"Image ID for the final approval message": "93e250ba-d6c0-11ef-a5e4-3349190277b1"}
	{"FD Logistics team final approval (name)": "Hajime"}
	{"FD Logistics team final approval (date in CST)": "2025-01-19 17:51:14"}
	{"DUNE Shipping Sheet has been attached": "YES"}
	{"This shipment has been adequately insured for transit": "YES"}
  ]
 }



In the Dashboard, it would look like these: shi_ship shi_final



If you are not shipping to SD Warehouse/SURF

Skip the all steps that are related to communicate with the FD Logistics team.

That is, you could skip all steps described above for Shipping checklist, except to update location info of your shipment in the HWDB.



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Receiving checklist:

When your shipping box arrives at its final destination, the followings must be done.



In the Dashboard, it would look like these: rec_check rec_loc rec_email



If you are transshipping to SD Warehouse/SURF

Do not remove the sub-component links.

The links should be removed when your shipment eventually arrives at SURF after being transshipped.



If your shipment is sent directly from vendor to SD Warehouse/SURF

As you skipped the certification process in the Pre-shipping checklist, you now need to go through this step to certify your shipment.

Please refer to Shipping handoff process to learn;

  • how it can be certified
  • and who certifies.



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