====== 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 (loriyuu@hawaii.edu) and cc the SCEL email, Dr. Kuh, and the leadership team
    * To use other funds
      * Send email with item request spreadsheet to Gail (gyamamo@hawaii.edu) and cc the SCEL email, Dr. Kuh, and the leadership team

===== 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