• 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

• 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

• For single purchases over $2500
  • Need three price quotes from different vendors for the same product

• 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

• 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”

• 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

Contributing authors:

Created by cobatake on 2016/02/19 20:14.