Difference between revisions of "Inventory Management"
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===Inventory Checks=== | ===Inventory Checks=== | ||
| − | + | ====Inventory or Stock Checks (Branch Manager/ HQ)==== | |
| + | |||
'''Scheduling''': The Operations Team will schedule | '''Scheduling''': The Operations Team will schedule | ||
| − | '''For each yard: two 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. | + | |
| − | '''A monthly task for the surveyor''' to call the branch manager about the current inventory status and needs in their car. | + | * '''For each yard: two 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. |
| − | '''A monthly task for the HQ''' to inventory the master warehouse. | + | |
| + | * '''A monthly task for the surveyor''' to call the branch manager about the current inventory status and needs in their car. | ||
| + | |||
| + | * '''A monthly task for the HQ''' to inventory the master warehouse. | ||
'''Responsibility:''' Branch managers and HQ personnel are to perform regular stock checks to assess current inventory levels using the Employees: PHR Inventory Mastersheet 2023. | '''Responsibility:''' Branch managers and HQ personnel are to perform regular stock checks to assess current inventory levels using the Employees: PHR Inventory Mastersheet 2023. | ||
| + | |||
'''Process:''' | '''Process:''' | ||
Branch Managers: Conduct truck, surveyor vehicle and yard stock checks at their respective locations. Submit the final inventory sheets to the Operations Team. | Branch Managers: Conduct truck, surveyor vehicle and yard stock checks at their respective locations. Submit the final inventory sheets to the Operations Team. | ||
| + | |||
HQ Personnel: Oversee master warehouse inventory. | HQ Personnel: Oversee master warehouse inventory. | ||
| − | + | ====eTechnician App for Real-Time Inventory Recording==== | |
| + | |||
'''Usage:''' Technicians use the eTechnician app for real-time inventory recording. Surveyors and Branch Managers manually track inventory until the app includes inventory for their use. | '''Usage:''' Technicians use the eTechnician app for real-time inventory recording. Surveyors and Branch Managers manually track inventory until the app includes inventory for their use. | ||
| + | |||
'''Verification:''' Operations Team will validate the Monthly inventory checks by branch managers, using the following Google Sheets (one for each yard). | '''Verification:''' Operations Team will validate the Monthly inventory checks by branch managers, using the following Google Sheets (one for each yard). | ||
| + | |||
PHR NJ Inventory Calculation Sheet.xlsx | PHR NJ Inventory Calculation Sheet.xlsx | ||
| + | |||
PHR MD Inventory Calculation Sheet.xlsx | PHR MD Inventory Calculation Sheet.xlsx | ||
| + | |||
PHR FL Inventory Calculation Sheet.xlsx | PHR FL Inventory Calculation Sheet.xlsx | ||
| − | + | ====Truck Inventory==== | |
| + | |||
'''Utilization:''' Technicians use the eTechnician App to plan inventory for the upcoming week (including special attention items such as risers) and perform daily truck inventory checks. | '''Utilization:''' Technicians use the eTechnician App to plan inventory for the upcoming week (including special attention items such as risers) and perform daily truck inventory checks. | ||
| + | |||
'''Weekly Checks:''' Technicians input usage during the week, and branch managers refill the truck inventory for upcoming trips. | '''Weekly Checks:''' Technicians input usage during the week, and branch managers refill the truck inventory for upcoming trips. | ||
| + | |||
'''Monthly Checks:''' Technicians perform monthly inventory checks with branch managers. | '''Monthly Checks:''' Technicians perform monthly inventory checks with branch managers. | ||
| − | + | ====Yard Inventory==== | |
| + | |||
'''Monthly 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. | '''Monthly 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. | ||
| + | |||
'''Distribution:''' Items are provided to technicians and surveyors during the month as needed. | '''Distribution:''' Items are provided to technicians and surveyors during the month as needed. | ||
| + | |||
'''Monthly Check:''' At the end of the month, branch managers fill out inventory sheets and notify the Operations Team. | '''Monthly Check:''' At the end of the month, branch managers fill out inventory sheets and notify the Operations Team. | ||
| − | + | ====Surveyor Inventory==== | |
| + | |||
'''Responsibility:''' The surveyor checks inventory before and after every trip to ensure he has what he needs for the week ahead. | '''Responsibility:''' The surveyor checks inventory before and after every trip to ensure he has what he needs for the week ahead. | ||
| + | |||
'''Monthly Reporting:''' Surveyors inform branch managers of usage at the end of each month. | '''Monthly Reporting:''' Surveyors inform branch managers of usage at the end of each month. | ||
| + | |||
'''Refill:''' Branch managers refill surveyor inventory for the upcoming month. | '''Refill:''' Branch managers refill surveyor inventory for the upcoming month. | ||
| − | + | ====Master Warehouse Inventory==== | |
| + | |||
'''Responsibility:''' HQ oversees master warehouse inventory to ensure that the warehouse has what the company needs for the next 6 months ahead. | '''Responsibility:''' 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. | '''Monthly Checks:''' HQ designates monthly inventory checks for the master warehouse. | ||
| + | |||
'''Updates:''' Operations team updates the inventory sheet based on HQ's information. | '''Updates:''' Operations team updates the inventory sheet based on HQ's information. | ||
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'''Google Sheets:''' Manual tracking for non-eTechnician app users until full integration. | '''Google Sheets:''' Manual tracking for non-eTechnician app users until full integration. | ||
| + | |||
'''Regular Audits:''' Periodic audits by Operations Team ensure accurate records. (To be scheduled January and June) | '''Regular Audits:''' Periodic audits by Operations Team ensure accurate records. (To be scheduled January and June) | ||
=== Ordering Process === | === 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. Can make use of Operations: PHR Inventory Mastersheet 2023.xlsx to find the right items. | '''Operations Team:''' Places orders for yard, truck, and surveyor supplies, makes payment, and has the items directly shipped to the respective yard. Can make use of Operations: PHR Inventory Mastersheet 2023.xlsx to find the right items. | ||
| + | |||
'''Admin Team:''' Places orders and processes payments for capital equipment from China. | '''Admin Team:''' Places orders and processes payments for capital equipment from China. | ||
| + | |||
'''Payment Process:''' Varied payment methods as per the vendor, including credit cards, Paypal, accounts, and line of credit. | '''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. | '''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. | ||
Revision as of 20:01, 26 December 2023
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 or Stock Checks (Branch Manager/ HQ)
Scheduling: The Operations Team will schedule
- For each yard: two 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.
- A monthly task for the surveyor to call the branch manager about the current inventory status and needs in their car.
- A monthly task for the HQ to inventory the master warehouse.
Responsibility: Branch managers and HQ personnel are to perform regular stock checks to assess current inventory levels using the Employees: PHR Inventory Mastersheet 2023.
Process: Branch Managers: Conduct truck, surveyor vehicle and yard stock checks at their respective locations. Submit the final inventory sheets to the Operations Team.
HQ Personnel: Oversee master warehouse inventory.
eTechnician App for Real-Time Inventory Recording
Usage: Technicians use the eTechnician app for real-time inventory recording. Surveyors and Branch Managers manually track inventory until the app includes inventory for their use.
Verification: Operations Team will validate the Monthly inventory checks by branch managers, using the following Google Sheets (one for each yard).
PHR NJ Inventory Calculation Sheet.xlsx
PHR MD Inventory Calculation Sheet.xlsx
PHR FL Inventory Calculation Sheet.xlsx
Truck Inventory
Utilization: Technicians use the eTechnician App to plan inventory for the upcoming week (including special attention items such as risers) and perform daily truck inventory checks.
Weekly Checks: Technicians input usage during the week, and branch managers refill the truck inventory for upcoming trips.
Monthly Checks: Technicians perform monthly inventory checks with branch managers.
Yard Inventory
Monthly 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.
Distribution: Items are provided to technicians and surveyors during the month as needed.
Monthly Check: At the end of the month, branch managers fill out inventory sheets and notify the Operations Team.
Surveyor Inventory
Responsibility: The surveyor checks inventory before and after every trip to ensure he has what he needs for the week ahead.
Monthly Reporting: Surveyors inform branch managers of usage at the end of each month.
Refill: Branch managers refill surveyor inventory for the upcoming month.
Master Warehouse Inventory
Responsibility: 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.
Updates: Operations team updates the inventory sheet based on HQ's information.
Updating Records
Google Sheets: Manual tracking for non-eTechnician app users until full integration.
Regular Audits: Periodic audits by Operations Team ensure accurate records. (To be scheduled January and June)
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. Can make use of Operations: PHR Inventory Mastersheet 2023.xlsx to find the right items.
Admin Team: Places orders and processes payments for capital equipment from China.
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: Immediate communication with the operations team for any problems with the order.
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.
