III. RESPONSIBILITIES.

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1 UNC Charlotte Facilities Management FM/FIS SOP November 2008 Facilities Information Systems Assigning SDI Parts to a WR in ARCHIBUS Web Central NOTICE: This standard operating procedure is available to view digitally on the Facilities Management website: OPR: FM/FIS (Pamela Duff) FM/FIS (Ray Dinello) Pages 26 I. PURPOSE. This standard operating procedure (SOP) is a user reference for the UNC Charlotte Facilities Management Division personnel. This SOP supplements the Work Request Tutorial and Work Request Training Guide and Manual and references the ARCHIBUS Standard Operating Procedures that are located on the Facilities Management website. The purpose of this SOP is to establish the procedures utilized when Shop Supervisors assign Strategic Distribution Inc (SDI) parts to a Work Requests within ARCHIBUS Web Central. II. SCOPE. Develop and implement standard operating procedures according to work request process flows. Equip ARCHIBUS Web Central users with systematic processes and the procedures involved when Shops assign SDI parts to work requests submitted via ARCHIBUS Web Central. Provide procedures that clarify processes and ensure customer work requests are initiated efficiently and, by following these standard operating procedures, enable customer understanding of work request process flows. This SOP applies to all Facilities Management employees and UNC Charlotte ARCHIBUS Web Central system users. III. RESPONSIBILITIES. Zone Shop Supervisors have primary responsibility for managing the stock and non-stock acquisition processes performed via the SDI warehouse and for ensuring that Stock and Non-Stock parts are assigned accurately in ARCHIBUS Web Central for all Work Requests completed by their zone/shop. Figure 1: Process Step: Adding Parts to a WR IV. PROCEDURES 1. Background: SDI (Strategic Distribution Inc ( has been engaged by FM to stock and manage a warehouse of commonly used parts to support maintenance and Page 1 of 26

2 operations. SDI sources and procures both stock and non-stock parts at the best available price for our benefit and use SDI operations are fully integrated with ARCHIBUS and are to be the primary method for obtaining parts and materials utilized on work requests at UNC Charlotte Facilities Management Division. Stock and Non-stock Parts are ordered through ARCHIBUS Web Central via a connection to In-site, SDI s software system that manages their parts orders. This proprietary software monitors usage, delivery times and other factors to ensure that stocking levels are appropriate to meet organizational needs To maximize effectiveness of the system, it is important that commonly used items be identified as stock so their usage may be monitored and tracked. Daily updates are transmitted between the two systems providing data consistency. 2. Stock Parts Ordering from SDI. Once a work request has been issued and reviewed, the Shop Supervisor, PA or an approved delegate may requisition SDI parts to complete a work request (Figure 1) To order and assign parts to a work request, the Shop Supervisor (or delegate) will log into ARCHIBUS, select the Building Operations Management activity and then the Supervisor/PA role Next, the Supervisor will select the Add Parts to a Work Request task located under the Parts section of the task list (Figure 2). Figure 2: Add Parts to Work Request task 2.3. Once the Add Parts task is selected, the Parts windowpane will display (Figure 3). Page 2 of 26

3 Figure 3: Add Parts Windowpane 2.4. Search and locate the work request requiring parts using the mini console or the Search Work Requests console. Once the work request is located, select the Work Request Code to display the work request details in the Work Request Window. Please Note: Any parts previously added to the work request will also display in the Assign Stock Part and Assign Non- Stock Part windows To add a part to the work request, click on either the Assign Stock or the Non- Stock Part button (Figure 4) The two types of SDI parts that may be assigned to a work request: Stock (STK): Items currently stocked/available in the warehouse that are either SDI or UNC Charlotte owned material Non-Stock (NSTK): Items that are not currently on hand/stock; these items need to be purchased via a buyer and then immediately delivered to a customer. Page 3 of 26

4 Figure 4: Assign Parts buttons 2.5. When the Assign Stock Part button is selected a small Stock Part window will display. To view the stock parts inventory and select the part needed, click on the ellipses button located to the right of the Part Code input box You may search the parts inventory list for a specific part, as needed, by entering part description, part code, etc into the fields provided on the mini console. Select the red down arrow filter button to filter and locate the specific part. Select the part by clicking on the Part Code The cost, quantity, units, and classification will be entered automatically along with the part code into the appropriate fields on the stock part window (Figure 5) when you select the item. Figure 5: Stock Part window Page 4 of 26

5 2.7. Next, click the Save Part Assigned button located in the upper right corner of the Part window (Figure 5). The part will automatically be added to the Parts list in shopping status (Figure 6) As each part is added, the SDI Shopping Cart within ARCHIBUS will be updated. The status of all newly added parts will be listed as Shopping indicating that they remain in the shopping cart and have not yet been ordered. They will remain in the Shopping status until the Export to SDI function is selected. Selection of this function will export/order all items that are in a Shopping status from SDI and the status will be updated to Processing Order. Select the Assign Stock Part button to add a Stock Part to the Work After a part has been added, click on the line item to edit Figure 6: Parts added to the work request 2.8. To edit the quantity to conform to the minimum order quantities and/or make any specific notes about a certain part, click on the part or line number. A window will pop up, providing the details of the part (Figure 7). Once all edits/comments have been added to the line item, select the Update button to Save changes. Or, select the Cancel Part Item to remove it completely from the part order. Figure 7: Editing a stock part after adding it to a WR Page 5 of 26

6 Once the changes or comments have been added, select Update to save the changes. Select the Cancel Part button to completely cancel the part from the work request (Figure 8) A Supervisor or a PA may cancel a part order if there is no longer a need for the item Please Note: A part order may not be cancelled if the order has reached the Shipped status. Parts may be cancelled as long as the part status is in Processing Order status. Once the part reaches Shipped status, the shop must coordinate with SDI personnel to cancel the part. Cancel the part by selecting the Cancel Part button. Figure 8: Update or Cancel Stock Part 2.9. Add any additional parts to the work request, as needed using the same processes. There is no limit when ordering parts. 3. Non-Stock Ordering through SDI Non-Stock orders through SDI are limited to individual items costing $5, or less without prior approval of the M&O Director. Items greater than $5, must be processed through the External Purchase Order Request Process Adding a Non-stock part is completed using the same processes except the Assign Non-Stock Part button is selected (Figure 4) When the Non-Stock Part window is opened, several data fields must be completed before saving the part assignment (Figure 9): Page 6 of 26

7 After adding the Non-Stock Part information select the Save Part Assignment button. Figure 9: Non-Stock Part window Manufacturer - the company that makes the item, not the Vendor that provides the product (unless that is all the information you have available) Manufacturer Part Number not a vendor part number (Unless that is the only information you have.) Quantity Number of items needed Priority Default is No Date Part needed Date Part Assigned Description - Include the Requestor s Contact Name and Phone, Preferred Vendor, Vendor s phone number, any price quoted and contact person and date the item is required by and Delivery Location Units Used - Based upon Manufacturer unit, if known Estimated Cost - Based on Unit cost Select the Save Part Assignment button. The part will automatically be added to the Shopping Cart Parts list with the Shopping status. More parts may be added following the same process. Once the order is complete within the Shopping Cart, the parts order should be reviewed to assure accuracy. After reviewing the order, click the Export to SDI. This action will Page 7 of 26

8 send the parts order to SDI for all parts that are in the shopping cart and that are in Shopping status (Figure 10). Select the Export to SDI button on the Work Request windowpane to submit your order Figure 10: Exporting the parts order to SDI 4. Processing Orders: 4.1. In Stock Items. If a requested item is available, the warehouse will Pick the part SDI notifies the Shop Supervisor/Requestor via informing them that parts have been picked and are now ready for pickup The part order status will be updated to Shipped The Craftsperson is notified to pick up the part order at the warehouse Out of Stock Items. If a requested quantity is not in stock, parts are put on back-order until the proper stock arrives, and then it is entered into the system. Note: Back-orders are not orders. They only tell the warehouse person to reserve an item when it comes in to fill this request An notification is sent automatically to the Shop Supervisor/Requestor if the part is back-ordered. Supervisors and/or Requestors must notify the warehouse person if this part needs expeditious handling and cannot wait until the backorder is filled When parts arrive at the SDI warehouse, SDI notifies the Shop Zone Supervisor/Requestor that the parts are ready for pickup SDI automatically updates the ARCHIBUS order status to Shipped upon completion of the above notification. They do not wait for the requestor to pick them up The Requestor or Craftsperson picks up the part order at the warehouse A copy of the original Work Request (with a verified number) and a signature is required to pick up part orders. The Requestor receives a Delivery Ticket for the pick-up. Page 8 of 26

9 The Requestor may also request that the part be dropped off or shipped to the work location. The Requestor must enter this information on the description field when completing the part request in ARCHIBUS Non-Stock Orders. An individual at the proper approval level must review and authorize non-stock orders. This process is managed through SDI s In-Site Online System Item Cost over $5, Non-Stock items equal to or more than $5,000 may not be procured through SDI. The request must be processed through the External Purchase Order Request Process. There will be some exceptions; however, these will be handled on a case-by-case basis with approval of M & O Director Item costing less than $5,000. Orders for items that cost less than $5,000 may be processed. At this stage, the order status automatically enters Processing Once a non-stock SDI order is placed, the order goes to a purchasing agent at SDI who will review the order and information provided. If it is clear and concise, the agent will obtain proposals from a number of vendors who can meet the delivery date and return the best proposal via SDI s system, In-Site Online, for funding approval. If the Requestor did not include sufficient contact information, the purchasing agent (Buyer) will contact the SDI warehouse for clarification SDI s In-Site Online will the Requestor a link to In-Site Online so the part order(s) with the quoted price(s) may be acted upon The Requestor approves, or disapproves, each item in the quote. If the order exceeds the requestor s approval limit, an will be sent to the next level with a similar link for their action, etc until approval or disapproval completes the process. The purchasing agent will order items, which are approved,, and they will return a status update of Ordered to ARCHIBUS during the next nightly feed. Items in Ordered status can no longer be cancelled through ARCHIBUS Cancellation requests must be called in, or ed to the purchasing agent with a copy to the warehouse manager to obtain information on cancellation charges or restocking fees. If no charges will be incurred and SDI confirms ( acknowledgement preferred) then the item ordered may be cancelled SDI Process for Cancellations: SDI personnel must cancel any Stock item that has reached Shipped status or higher For Cancellation of Non-Stock Items: The Buyer must be contacted by SDI personnel to cancel the non-stock item. When the cancellation has been completed, SDI personnel must update the line item and the header in the correct order so that the update is transmitted correctly to ARCHIBUS Web Central. 5. Reviewing SDI Part Order Status. ARCHIBUS Web Central receives part status updates regularly. All Shop/Zone Supervisors and PAs may view and track a part order status within ARCHIBUS. Page 9 of 26

10 5.1. The status of parts currently requested for a specific work request may be viewed easily within ARCHIBUS Web Central: the Shop Supervisor logs into ARCHIBUS, selects the Building Operations Management activity and then selects the Add Parts to a WR task located under the Parts heading of the Supervisor/PA s task list After locating and selecting the work request desired, the column titled Part Status located under both the Stock and Non-Stock part window displays a viewable and editable list of parts (line number items) that were added to the work request (Figure 11). Figure 11: Viewing Parts added to a Work Request 5.3. The status column displays the current progress that is being made towards the part being shipped from the warehouse (Figure 12). A part may be listed in one of several ARCHIBUS order status: Figure 12: Part Status Shopping This status displays when adding parts to shopping cart; the part order/bill has not yet been submitted/exported to SDI Requested The Part order has been exported to SDI (within an XML file) and acknowledgement has been received from SDI Processing This status refers to a part order that has been received by the SDI system. While the status is in Processing Order status within ARCHIBUS, the order may be cancelled; however, once it reaches Shipped status, the Shop must coordinate with SDI personnel to cancel the part order. In order to cancel the order, a phone call with follow-up is to be sent to the SDI warehouse person for stock orders and both the warehouse person and the buyer for all non-stock orders. SDI will then update the status on that item to Cancelled according to their established SDI processes for cancellations so that the update is sent to ARCHIBUS via the SDI On-site system. Page 10 of 26

11 Ordered SDI has received all approvals and SDI has placed the order with the vendor. At this point, SDI has a P.O. with the vendor Reserved/Back Order/Error The part has been ordered; however, there was a delay/error when receiving the order Printed SDI has printed out the order for the part Cancelled The Part Order has been cancelled Issued The order has been completed and has been sent out for shipping Shipped/Partial Shipped Part of the order has been pulled from the shelves and shipped from the warehouse Review SDI Orders Waiting Costs. Work Requests that are waiting on SDI to post the cost of parts may be viewed using the SDI Orders Waiting Costs task located under the Parts heading within the Supervisor/PA role (Figure 13). Figure 13: SDI Orders Waiting Cost After selecting the task, the Work Request Part Orders Waiting on Costs from SDI window will display (Figure 14). Figure 14: Work Request Part Orders Waiting on Cost from SDI Page 11 of 26

12 Select the work request code to view detailed information of the parts ordered and the current status (Figure 15). Figure 15: Work Request details 5.5. Part Order Cancellations. When a part order request or part of a request is no longer needed because the line item is cancelled within ARCHIBUS, or the material delivered is no longer needed for the work request, information must be communicated by the Shop via ARCHIBUS or to SDI directly Note: After a Non-Stock order has been placed, the order may be cancelled as long as the order has not reached Ordered status; however, as noted previously, part orders within Shipped Status or higher cannot be cancelled within ARCHIBUS Web Central by the Page 12 of 26

13 Shop Supervisor/PA; these part order cancellations must be coordinated via SDI and the information and Cancelled status update must be sent back to ARCHIBUS via an XML file SDI must be ed or called directly if the order has reached Shipped status or higher within ARCHIBUS and then SDI personnel must confirm the cancellation. SDI will then cancel it on their end and an update will be sent via SDI Onsite to update the parts line item on the work request If an order (line item) is cancelled within ARCHIBUS, ARCHIBUS sends the cancelled part order information to SDI in an XML file. SDI will then process and cancel the part order (line) and update the status in ARCHIBUS and the process is completed Note: The SDI In-Site cancel program will validate based upon the combination of Order Number, Line Number, and line information (Item ID for Stock, MFG/MFG Item ID for Non-Stock). If a matching line is not found on the referenced order, this information will be ed to the SDI Site Manager for review If a part order (line item) has been Picked before it is cancelled, the SDI Site Manager will receive an notification and will decide to return the material to inventory or discuss the issue with the Shop Supervisor/Requestor if the material has already been shipped Parts Added to the Wrong WR. When SDI parts are inadvertently ordered on the wrong work request, the parts cannot simply be moved to another work request. The parts must be cancelled and ordered on the correct work request Also, after the part order has been placed and shipped, SDI cannot move a quantity to a different Work Request line To correct the issue, the Shop must return the parts so that the line item is returned to zero and then new lines will need to be added to ARCHIBUS to issue the proper quantities to the proper Work Request lines If a parts order has been placed in the Ordered status, the Shop Zone Supervisor or Requestor may still cancel the item; however, restocking charges may be applied. If a cancellation is necessary, the process will be handled through SDI and the Buyer will research to see if the product has been shipped SDI role: Cancelling a part that has not shipped. If the part is a Non-Stock item, SDI calls the Vendor to verify that the part has not been shipped. If it has not, SDI will request that the part be cancelled as long as there is no cost to the Shop/Requestor SDI role: Cancelling a part that has been shipped. SDI calls the Vendor to see if there is a restocking fee or shipping cost to restock the item. SDI will notify the Shop Supervisor/Requestor with the information and the Shop Supervisor/Requestor will then have to approve the restocking of the item. 6. SDI Part Issue Resolution. SDI and UNC Charlotte have developed a process for notifying and resolving part order issues that allows communication of the problem and informs the necessary personnel for issue resolution Problem Resolution. SDI Part Issues or problems are reported using the SDI (Create) Incident Log task, which is located within the Supervisor/PA and Building Operations Director roles of ARCHIBUS Web Central (Figure 16). Page 13 of 26

14 6.2. Note: The FBO and SDI roles may view all SDI Incidents using the Reported SDI Incident task that provides access to review all information on reported incidents and any follow ups and updates completed to the reported problem or issue (Figure 17) All Supervisors, Processing Assistants and shop personnel are requested to use the SDI Incident Log, which allows all parties to be notified of issues and allow reporting, tracking and resolution of issues Reporting an Incident. Once the SDI Incident Log task is selected, the list of work requests that have SDI parts assigned will display in the Work Requests window. Search for and select the work request using the mini console. The work request information will display within the SDI Log Details windowpane (Figure 18). Figure 16: SDI Incident Log roles and view Figure 17: Reported SDI Incident task Page 14 of 26

15 Figure 18: WR information displays within the SDI Log Details window 6.5. Once the Work Request SDI Log details displays, select the Part Type that the issue is associated with: Stock Part, Non-Stock Part or Both (Stock/Non-Stock Part). Drop down list allows Identification of Part Item: Stock, Non-Stock or Both Request. Figure 19: Selecting the Part Type 6.6. After selecting the Part type, type an explanation of the problem within the Post Comments field and then select the SAVE Button (Figure 20). Page 15 of 26

16 Select the Save button after completing the form along with Figure 20: Post Comments field 6.7. A pop up box will display informing that the Shop, PA and SDI have been informed of the comments (Figure 21). Figure 21: Message Notification 6.8. Note: Additional updates may be posted as needed for follow up on the Work Request in reference to SDI part issues by re-selecting the work request again and posting new comments (Figure 22). All comments will be posted and tracked on the SDI Incident Log, the Work Request log (Figure 23), and the SDI Communication Log. Page 16 of 26

17 Figure 22: Update Incident log Work Request audit will indicate name, date and SDI Incident log changed Figure 23: Work Request Audit 6.9. Closing SDI Incidents. Once an SDI Incident has been resolved, the Area Manager or Supervisor/PA role may close their submitted SDI Incidents by selecting the Active SDI Incidents task located under the Parts heading within their role: Supervisor/PA, Building Operations Manager or the Building Operations Director (Figure 24). Page 17 of 26

18 To locate the Work Request code, expand the mini console by selecting the (+) sign within the Work Request windowpane (Figure 25). Figure 24: Supervisor/PA, BOM Manager and BOM Director roles: SDI Active Incidents Figure 25: Expanding the Mini Console Page 18 of 26

19 Enter the search criteria and select the down red arrow to locate the work request. Select the highlighted text Update Incident Log to display the SDI Log Details within the right windowpane (Figure 26). Figure 26: SDI Log Details To close the incident, enter comments in the Post Comments box and then select the Close Incident button located on the Action Bar at the top of the windowpane If the Close Incident button is selected prior to entering comments, an error message will display (Figure 27). Figure 27: Error Message After entering a comment and selecting the Close Incident button (Figure 28), a message pop up box will display informing that the shops, processing assistants and SDI have been notified of the comments and update (Figure 29). Page 19 of 26

20 The incident will close and be removed from the SDI incident queue and will go to history An notification will be sent all parties concerning the closed incident and comments added. Figure 28: Close Incident Figure 29: Message pop up for comments on Closed Incident 7. Reviewing/Editing Part Inventory. If the Shop Supervisor or PA needs to review or edit the current Parts Inventory list, they may do so by logging into ARCHIBUS, selecting the Building Operations Management activity, the Supervisor role and then the Review Part Inventory task located under the Parts task heading (Figure 30). Figure 30: Review Part Inventory task Page 20 of 26

21 7.1. Scroll down to the Parts section and click on Review Parts Inventory task. After selecting the task, you will see a list of the parts available. Figure 31: Parts Inventory list 7.2. Sort or search for a specific part using the Filter Parts search window by selecting the ellipse button located to the right of the Filter Parts field; when the Part Description window displays, type in a description and select the filter button with the down red arrow (Figure 31 & 32). Select the down red arrow to filter according to the search criteria entered. Figure 32: Search Parts Inventory using the ellipse button and the Part Description windowpane 7.3. The part name/description will display in the Filter Parts field. Select the Search Now button to display the part in the Parts Inventory window (Figure 33). Page 21 of 26

22 Figure 33: Locating a Part Inventory 7.4. The parts list may also be search by displaying and then using the mini console located in the Parts Inventory window (Figure 34). Figure 34: Using the Mini Console to search for Inventory 7.5. Once the part is located, select the part code to display the Edit Part Description window. Figure 35: Edit Part Description windowpane 7.6. After any description changes are made, select the Save button to save the changes (Figure 35) Click the XLS button in the Parts Inventory window to convert the list to an Excel spreadsheet; this process will enable easier printing of the information for future reference. Page 22 of 26

23 8. SDI Bill Reconciliation Process 8.1. The Facilities Operations Director and Supervisor/PA roles may track SDI bill reconciliation on work requests by accessing the SDI Reconciliation task within ARCHIBUS (Figure 36) The SDI Reconciliation report (Figure 37) enables the Director and Supervisors to track updates and reconcile information on parts and billing between ARCHIBUS and SDI. Figure 36: SDI Reconciliation task Figure 37: SDI Bill Reconciliation report 8.3. During nightly feeds, ARCHIBUS reconciliation occurs from information sent via SDI s system ARCHIBUS tracks and logs all the feeds and parts cost updates that occur with each associated work request. Page 23 of 26

24 8.5. Inventory/Parts File Updates. SDI Warehouse Inventory parts and supply files are sent regularly, usually at night; these files are used to maintain accurate and continuous flow of information between SDI and ARCHIBUS. These electronic files include: New Parts Item Master file when a new item or changes is added to the SDI database: the file includes department number, description, unit of measure, tax, maximum reorder, and quantity Inventory on Hand file transaction is sent daily to update the quantity on hand within ARCHIBUS for PM and requisition planning; this file indicates the inventory currently in stock: SDI or UNC Charlotte owned stocked material in the storeroom Part Status report this close out file is sent throughout the day; occurs real time and is sent about every five minutes Requisition Cost file unit cost file; information on all material delivered that day part stock item, quantity, cost WO WR cost file Material Master file file used to maintain updated parts information; a new or changed Material Master is sent in reference to stock item and recurring Non-Stock items that are purchesed by SDI on behalf of UNC Charlotte. Any changes to new items added or other item detail changes are updated to each fields within ARCHIBUS Material Master The Material Master adds and deletes, or changes the following fields: Item description, Manufacturer and Manufacturer Part ID Any daily additions, deletions or changes to relevant fields within ARCHIBUS is also updated within SDI s Material Master file. Page 24 of 26

25 APPENDIX A: New ARCHIBUS Views for Tracking and Updating SDI Part Information 1. Three views within the Building Operations Director role allow Facilities Operations Director to track and update SDI Part information as needed These new views are (Figure 38): SDI Transactions log Update WR Stock Parts Update WR Non-Stock Parts Figure 38: Building Operations Director role: Update Parts and SDI Log 1.2. The SDI Transactions log allows the Director to view all SDI information sent in relation to part updates and costs The Update Parts views (Update WR Stock Parts and Update WR Non Stock Parts) were created so that Facilities Operations Director can update parts status for both Stock and Non-Stock that are associated with work requests (Figure 39) Both views look pretty much the same and allow updates to three Work Request fields: 1. Status, 2. Total Cost, and 3. Quantity Used After changes are added and the Save button is selected, an Alert Box will prompt you to confirm the changes before they are implemented (Figure 40) Note: All changes will be written to the Work Request audit log. Page 25 of 26

26 Figure 39: Update WR Stock Part list and Edit Screen Figure 40: Alert when Part updates/changes are made Page 26 of 26