Table of Contents
Project Management- Parts Orders and Inventory
Procedure to request parts for members
Processing orders
Purchasing equipment
While Parts are being Shipped
Processing Received Parts
Inventory
Authors
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]
) and cc the SCEL email, Dr. Kuh, and the leadership team
To use other funds
Send email with item request spreadsheet to Gail (
[email protected]
) and cc the SCEL email, Dr. Kuh, and the leadership team
Purchasing equipment
For single purchases over $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
Authors
Contributing authors:
cobatake
Created by
cobatake
on 2016/02/19 20:14.