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: 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. 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.

Implementation: Branch managers, technicians and HQ personnel are to perform monthly stock checks to assess current inventory levels using printouts of the forms in the Employees PHR Inventory Mastersheet 2023

Process: Branch Managers: Conduct truck, surveyor vehicle and yard stock checks at their respective locations and fill in the printed out sheets. Email the completed and final inventory sheets to the Operations Team. HQ Personnel: Conduct the master warehouse inventory and email the final completed sheet to Operations.

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

PHR MD Inventory Calculation Sheet

PHR FL Inventory Calculation Sheet

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 (excluding repair materials such as asphalt, tack and propane).

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. 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: 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.

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