Purpose:
Section titled “Purpose:”This procedure is being performed to procure, invoice, and receive all products within a project.
Scope:
Section titled “Scope:”The areas of the company that are affected by this procedure are, Design Desk, Project Team, Office Manager & Finance Team.
Responsibility:
Section titled “Responsibility:”Design Desk is responsible for the project procurement process
Definitions:
Section titled “Definitions:”- Example
- Example
Procedure:
Section titled “Procedure:”-Client approves a project quote -VCIO and Design Desk receive an email notification from Sell that this quote has been approved. -Design Desk goes into Sell and wins the quote -Design Desk goes into ConnectWise, and converts the opportunity into a sales order. -Design Desk converts sales order into an invoice -Design Desk invoices client for all products on approved quote -Design Desk places orders for all products with distribution -Design Desk converts the sales order into a project -Design Desk adds labor product, price and scope of work to ConnectWise project -Design Desk forwards approved quote to project manager and informs them of the ETAs for all products -Office Manager prints a list of all products within a project -As products are received in the office, office manager notates this in the inventory file, project space in Microsoft Teams, and groups all products together -Once all products have been received, office manager notifies project team within the Microsoft Teams space
Effectiveness Criteria:
Section titled “Effectiveness Criteria:”- What measures are used to ensure the procedure is working or is complete? -The office Manager will record all items that they have received. Once all items have been received, the office manager notifies the project team. At the end of each month Design Desk audits all products that have been invoiced by vendors and ensures client was billed on all items.
- What records are required? -list of all items ordered for a project
- Where are the records stored? -list of items within a project are stored within Connectwise, within the project, under products tab -an inventory list of all items received is stored with the Office Manager
References:
Section titled “References:”- EXTERNAL only – i.e., industry best practices, CIS18, this is not for cIT internal references
Process References:
Section titled “Process References:”- Link to process map.
Note: Please add KB relationships to core process, process. SOPs or other WIs on the right.