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leadership:project_manager:parts_orders_and_inventory [2016/02/18 23:40] cobatake |
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| - | ====== Project Management- Parts Orders and Inventory====== | ||
| - | ===== Procedure to request parts for members ===== | ||
| - | * Copy google spreadsheet template in SCEL > General Docs/Media > Item Requests > ItemRequestTemplate.gsheet | ||
| - | * Rename as ItemRequest_<Date Requests are due>.gsheet | ||
| - | * Save google spreadsheet in a new dated folder in the drive | ||
| - | * Send out spreadsheet to all members of the lab | ||
| - | * Deadlines for parts orders are the **Friday after All Hands Meetings** | ||
| - | |||
| - | ===== Processing orders ===== | ||
| - | * Check item request lists | ||
| - | * Make sure requests are reasonable and actually necessary | ||
| - | * Check that excessive amounts of parts or items already in the lab are not being ordered | ||
| - | * Send item request list to Dr. Kuh as a spreadsheet | ||
| - | * State which funds you plan to use | ||
| - | * Remind him there are multiple tabs for different vendors | ||
| - | * Ask for his approval | ||
| - | * Don't forget to attach the list! | ||
| - | * To use CoE and CTAHR Funds and any other funds managed by the college (Lori/Charlene in HH250 Office) | ||
| - | * Can only do PO's- otherwise items needs to be paid for by a student or professor and reimbursed | ||
| - | * Refer to //**contacts list**// for vendors as well as instructions for how to make price quotes | ||
| - | * Create price quotes and they need to include: | ||
| - | * Prices of items | ||
| - | * Shipping costs and tax | ||
| - | * Address of vendor | ||
| - | * Send price quotes to Lori ([email protected]) | ||
| - | * To use other funds | ||
| - | * Send email with item request spreadsheet to Gail ([email protected]) | ||
| - | |||
| - | ===== Purchasing equipment ===== | ||
| - | * For single purchases over <nowiki>$</nowiki>2500 | ||
| - | * Need three price quotes from different vendors for the same product | ||
| - | |||
| - | ===== While Parts are being Shipped ===== | ||
| - | * Parts should come within two weeks or so | ||
| - | * Lori needs to write requisitions so the UH foundation will write the PO | ||
| - | * Gail will need to process and order the parts | ||
| - | * Shipping is usually 2 days | ||
| - | * **If parts do not come with in the next couple of weeks** | ||
| - | * Check with Lori or Gail on the order | ||
| - | * Ask for the PO number and call the vendor to check on the order | ||
| - | |||
| - | ===== Processing Received Parts ===== | ||
| - | * Pick up received parts from EE Department Office (HH483) | ||
| - | * Cherry or Dr. Kuh will notify you when the packages arrive | ||
| - | * When picking parts up from Cherry, sign to pick up the packages | ||
| - | * Check the packing slip in the lab | ||
| - | * Check off each item in the package | ||
| - | * Initial and date the bottom of the packing slip | ||
| - | * Put the packing slip in the top draw of the filing cabinet titled "Financial" in the folder with other packing slips | ||
| - | * Notify the team that their parts have arrived | ||
| - | * Can leave it up to that team to put their parts away or you can do it for them | ||
| - | * Update financial spreadsheet | ||
| - | * Go to the financial spreadsheet in the SCEL Leadership folder | ||
| - | * Add a new entry to subtract off the amount of the package | ||
| - | * Don't forget to include the shipping amount! | ||
| - | * Update item request spreadsheet | ||
| - | * Go to the item request spreadsheet (.xlsx file) where the parts were requested | ||
| - | * Change the Status column to "Received" | ||
| - | |||
| - | ===== Inventory ===== | ||
| - | * During the semester | ||
| - | * Order parts and don't take inventory | ||
| - | * Sorting parts and update spreadsheet | ||
| - | * Sort parts at the end of the semester | ||
| - | * Update values and parts in the spreadsheet | ||