1. Equipment Maintenance Office Supplies Replenishment
Facilities Management – Office Supplies Replenishment
New
Equipment
Equipment Maintenance
Office Supplies Replenishment
Description: This workflow describes all the steps required to manage office supplies inventory. Generally this workflow is reactionary, meaning it’s only initiated when someone identifies there is a need for more office supplies. However, firms can launch this workflow on a periodic basis to ensure inventory is always maintained on a regular basis so there’s never a delay in waiting for the supplies to be received once they run out.
Process Checklist
PREPARE
ROLE
TASK
DETAILS/TIPS
Client Associate Advisor
Survey Office to Assess Maintenance Needed
Ask team members what supplies they need, while taking notes on the specifics of their request, including type, quantity, brand, color, etc.
Review the team’s requests against the office’s current inventory
This step is to ensure other team members haven’t overlooked any supplies already in inventory or that need replenishing
Identify what supplies need to be purchased, including type and quantity
Estimate quantity as necessary by referencing old order confirmations to see how fast the firm generally depletes any given product
Confirm the list of items and quantities with the team before placing the order
Identify Appropriate Vendors for Supplies
Identify the appropriate vendors for ordering the supplies from
Generally firm’s tend to use the same vendors overtime, but it’s best to periodically compare price and quality with other vendors to ensure the firm is getting the most value for the costs of the supplies
Collect all information needed for purchasing (i.e., product order number, payment information, etc.)
Maintaining record of the vendors and all the information usually used for ordering supplies is helpful for streamlining the purchasing process in the future when the purchases are made over and over again in the future
Process Checklist
CONDUCT
ROLE
TASK
DETAILS/TIPS
Client Service Associate
Submit & Collect Information to Purchase Supplies
Submit all the information to the vendors to purchase the necessary supplies
This could be submitted via an online or paper form, over the phone, online shopping website, etc. depending the vendor’s requirements
Collect any order confirmation or delivery information for record-keeping purposes
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2. Equipment Maintenance Office Supplies Replenishment
Facilities Management – Office Supplies Replenishment
New
Equipment
Equipment Maintenance
Office Supplies Replenishment
Process Checklist
FOLLOW-UP
ROLE
TASK
DETAILS/TIPS
Client Service Associate
Oversee Tasks to Follow-Up on Purchases
Review the confirmation information and track all orders
If an estimated delivery date is provided, set reminders on the calendar so the firm is notified to follow-up on the days the supplies should arrive
Address any issues with the purchase orders and vendors
Confirm receipt of all the supplies from all the vendors
Notify team members as appropriate, especially if an order was time-sensitive
sei.com/advisors
© 2015 SEI. This information is proprietary.  No further distribution is intended.