Purpose:
Section titled “Purpose:”The Poway Inventory spreadsheet is a critical document that tracks equipment that is handled by centrexIT and physically comes through our office at any point. It is used to verify equipment that is in centrexIT’s possession and provides vital information to invoice clients accurately for computers we provision. It also provides insight for our team regarding equipment we may be storing for clients as well as serves as documentation for insurance purposes.
Scope:
Section titled “Scope:”Provisioning Department/Service Desk, Accounting/Billing, vITM’s, vCIO’s, Project Team, Design Desk.
Responsibility:
Section titled “Responsibility:”-
Design Desk - Responsible for logging all equipment on the Poway Inventory spreadsheet that is ordered by centrexIT and arrives at the Poway office.
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Provisioning Department: Responsible for logging all equipment on the Poway Inventory spreadsheet that is procured by or sent from clients and arrives at the Poway office, and updating the appropriate fields outlined below for all equipment provisioned or handled by centrexIT.
Completion Criteria:
Section titled “Completion Criteria:”All fields/columns of the spreadsheet are completed with accurate information, no errors, and are updated in the appropriate timelines documented below.
Records:
Section titled “Records:”SharePoint centrexIT - Service Desk / Documents / Provisioning / Poway Inventory.xlsm
Steps:
Section titled “Steps:”- When equipment & shipments arrive at the Poway office the Design Desk department processes the equipment and separates what centrexIT ordered vs. what may have come from a client (not ordered by centrexIT).
- Any equipment that is ordered by centrexIT is immediately logged on the Poway Inventory Spreadsheet by the Design Desk either on the Provisioning Tab if it is client purchased equipment to be provisioned, on the Projects Tab if it is equipment that was ordered for the Project Team, or on one of the CIT tabs if it is centrexIT equipment. The Design Desk Department is responsible for completing columns “A” through “L”, labeling the equipment, and giving it to the Provisioning Engineer to store on the proper labeled shelves in the provisioning department.
- Any equipment that is deemed to be sent to centrexIT from or by a client is given to the Provisioning Engineer and it is then the Provisioning Engineers responsibility to log the equipment on the Poway Inventory Spreadsheet on the Provisioning tab, completing columns “A” through “L”, labeling the equipment, and properly storing it on the labeled shelves in the provisioning department.
Column Meanings:
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A - From = Where equipment came from (vendor name, client name, or person who dropped off)
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B - Sent To = Who was the equipment sent to
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C - Incoming Tracking # = The tracking number of the incoming equipment (found on the box)
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D - PO# = The PO number found on the label/box
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E - Quantity = Quantity/Count of equipment received and documented on that line of the spreadsheet. All computers need their own line on the spreadsheet and need to be logged individually.
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F - Item(s) Received “make/model” = Documenting the make and model of equipment received
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G - Serial # = Document the Serial number of the equipment received
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H - Procured By = Who procured this equipment? If centrexIT purchased/procured it choose “CIT Procured” from the dropdown. This should be evident by the shipping label on the equipment as you will see the centrexIT PO# (Example: TK1573143LCS13156). If the client procured/purchased the equipment on their own select “Client Procured” from the drop down. If the equipment has come in to be re-provisioned, select “Re-provisioning” from the drop down.
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I - Client - Client Name. Refer to the Client Directory tab of the spreadsheet to see how to properly notate the client name.
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J - Pzzl/CW Update - Select “Yes” or “No” from the dropdown to indicate if the Pzzl/CW ticket was updated that the equipment was received. Proper documentation in the ticket should notate what equipment was received; date, make and model, quantity, and serial numbers.
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K - Date Received = Document the date the equipment was received by centrexIT. This is the date it came into our posession.
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L - Status = Select the status of the equipment from the drop down.
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M - Date Outgoing = Document the date the equipment left centrexIT’s office.
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N - Outgoing Tracking # = Document the shipping tracking number
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O - Provisioning Ticket = The ticket number of the provisioning ticket created for the provision or for the equipment.
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P - Item Location = The physical location of the item in the centrexIT office (Example: WorkBench #1, Rack B Shelf 2).
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Q - Notes = Used to track any special information that may need to be noted about the equipment and is also used by billing to notate Invoice #‘s.
- As soon as the Provisioning Engineer pulls equipment and begins to work on it, the Poway Inventory Sheet must be updated on the Provisioning Tab with the “Status” column “L” updated to “In Progress” and the ticket number must be added to the spreadsheet in column “O” labeled “Provisioning Ticket”.
- When the equipment is done being worked on it is the Provisioning Engineers responsibility to immediately update the “Status” column “L” with the appropriate status based on what is happening with the equipment as well as update column “M” “Date Outgoing” if the equipment is leaving centrexIT’s office.
Column “L” “Status” drop down meanings:
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Complete = The equipment is done being provisioned but remains at the centrexIT office.
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Deployed = The equipment was deployed and left the office by way of a centrexIT employee.
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Picked Up = The client came and picked up the equipment from the Poway office.
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Shipped = centrexIT shipped the equipment to the client.
- If the equipment is shipped it is the Provisioning Engineers responsibility to also immediately update column “N” “Outgoing Tracking #” with the correct tracking number. This information must also be updated in the provisioning ticket “Public Conversation” email so the client can also track the equipment.
- Column “P” “Item Location” is updated by the Provisioning Engineer to document where the equipment is located while it is in centrexIT possession and should also be updated throughout the process notating where the equipment is physically located in the office at any given time.
- Column “Q” Notes is used to track any special information that may need to be noted about the equipment and is also used by billing to notate Invoice #‘s.
Process References:
Section titled “Process References:”See Relationships