Inventory Management

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Introduction

Effective inventory management is a critical component of ensuring operational efficiency and customer satisfaction. This wiki page outlines a comprehensive four-step inventory management process, including inventory checks, record updates, ordering, and receiving. The process involves various teams, from branch managers and technicians to the operations and admin teams, each playing a crucial role in maintaining accurate inventory levels.

Inventory Checks

Inventory Overview and Scheduling

Scheduling: The Operations Team will schedule

• For each yard: a regular monthly inventory checks- yard and truck on the same day. If the monthly inventory check date is in conflict with an emergency job, then the monthly inventory check will be rescheduled to another convenient date within the week. The Branch Manager and the Technician will conduct these inventory checks together, so both must be scheduled via the CRM task system.

• A monthly task for the surveyor to call the branch manager about their current inventory status and needs in their car.

• A monthly task for the HQ to inventory the master warehouse.

Process: Operations team schedules the monthly inventory checks for the truck, surveyor vehicles, yard and warehouse. Branch Managers conduct truck, surveyor vehicle and yard stock checks at their respective locations and fill in the printed out sheets Employees PHR Inventory Mastersheet 2023. Branch managers then email the completed and final inventory sheets to the Operations Team. Operations team will then update inventory records, place orders to replenish yard inventories and follow up with branch managers to ensure they receive the orders in time. Operations team will follow up with branch managers to ensure that the inventory process is completed in time and to satisfaction.

HQ Personnel: Conduct the master warehouse inventory using a printout of the Employees PHR Inventory Mastersheet 2023 and email the final completed sheet to Operations.

Truck Inventory

Planning: Technicians use the eTechnician App to view their jobs and ensure they have enough inventory for the upcoming week (including special attention items such as risers).

Utilization: Technicians use the eTechnician App to input usage during the week. Operations monitors the incoming data from the app and notifies the Branch Manager immediately to replenish or replace the required inventory on the truck (excluding repair materials such as asphalt, tack and propane).

Monthly Checks: Technicians completed scheduled monthly inventory checks with branch managers.

Yard Inventory

Planning: Branch managers plan yard inventory for the month ahead. At all times, branch managers work with Operations to ensure that they have enough inventory for the next two months.

Utilization: Items are provided to technicians and surveyors during the month as needed.

Monthly Checks: At the end of the month, branch managers fill out printed inventory sheets and submit them to the Operations Team via email.

Surveyor Inventory

Planning: The surveyor checks inventory before and after every trip to ensure he has what he needs for the week ahead.

Monthly Reporting: Surveyors are scheduled to call branch managers and inform branch managers about their usage at the end of each month.

Refill: Branch managers refill surveyor inventory for the upcoming month when the surveyor next visits the yard.

Master Warehouse Inventory

Planning: HQ oversees master warehouse inventory to ensure that the warehouse has what the company needs for the next 6 months ahead.

Monthly Checks: HQ designates monthly inventory checks for the master warehouse and submits the information to Operations via email.

Updating Records

Using the printouts sent to them by the Branch Managers, Operations Team will update and validate the Monthly inventory checks, using the PHR Inventory Calculation Sheets.

Operations will then order items to replenish stock and have the orders directly shipped to the respective yards.

Ordering Process

Ordering Responsibilities

Operations Team: Places orders for yard, truck, and surveyor supplies, makes payment, and has the items directly shipped to the respective yard. Uses the Operations: PHR Inventory Mastersheet 2023 to find the right items.

Admin Team: Places orders and processes payments for capital equipment.

Payment Process: Varied payment methods as per the vendor, including credit cards, Paypal, accounts, and line of credit.

Purchase Order Policies

Adherence: Items exceeding $800 in cost require a PO. The purchase order policy emphasizes the importance of selecting vendors based on the optimal combination of: price, delivery capabilities, quality, past performance, service capabilities, ease of ordering, and payment.

Vendor Relationships: Operations Team ensures that the Vendor Mastersheet is updated regularly and uses it to build strong vendor relationships.

Receiving

Quality Assurance Checks: Branch managers and HQ check orders for quality, accuracy, and completeness. If the branch manager doesn’t receive the required order within 2 weeks, they should contact the operations team immediately.

Reporting Issues: Branch Managers and HQ should immediately contact the operations team for any problems with the orders.

Conclusion

This comprehensive inventory management process involves collaboration between various teams, utilizing technology, and adhering to strict policies. Regular checks, accurate record-keeping, and efficient ordering and receiving processes contribute to maintaining optimal inventory levels and ensuring smooth business operations.

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