1. Equipment Maintenance Office Supplies Replenishment
Facilities Management – New Equipment
New
Equipment
Equipment Maintenance
Office Supplies Replenishment
Description: This workflow describes all the steps required to managing the purchasing of new office equipment. Office equipment include but are not limited to printers, desks, tables, etc. This workflow is reactionary, meaning it’s only initiated when someone identifies the need to replace or purchase a new piece of equipment.
Process Checklist
PREPARE
ROLE
TASK
DETAILS/TIPS
Client Service Associate
Consult Team for Necessary Requirements
Survey the team for equipment requirements, while taking notes on the specifics of their feedback, including features, integration, brand, etc.
If replacing old equipment, collect feedback about it’s pros and cons
This helps determine whether it’s best just to re-order the same piece of equipment again or consider better options that align with team feedback
Confirm the firm’s budget for purchasing the new equipment
Generally this is determined by the firm’s Advisor or office manager
Finalize a prioritized list of requirements based on the team’s feedback
Prioritizing the list helps streamline the decision-making process when it comes to comparing different equipment based off of costs and benefits
If possible, categorize the list of requirements into two categories:
Must-haves – Meaning the team cannot use the equipment unless it meets these specific requirements
Nice-to-haves – Meaning the team would like the equipment to meet these specifics requirement
Review Options & Select Equipment
Research the products that meet the team’s requirements
Compare the products across costs, features, customer reviews, and training requirements
Consider creating a table to compare the different products and fill-in how they compare across the different requirements to help make the comparison more objective
Identify the best equipment option for the firm based on this comparison
Provide all the product information to the Advisor for review before making the purchase
Advisor
Evaluate Equipment & Approve Purchase
Review the selected equipment’s features and pricing
Address any questions or concerns about the product or the purchase
Approve the purchase of the new equipment as appropriate
Ensure all information necessary for accessing the funds for the purchase is made available
sei.com/advisors
© 2015 SEI. This information is proprietary.  No further distribution is intended.

2. Equipment Maintenance Office Supplies Replenishment
Facilities Management – New Equipment
New
Equipment
Equipment Maintenance
Office Supplies Replenishment
Process Checklist
CONDUCT
ROLE
TASK
DETAILS/TIPS
Client Service Associate
Coordinate Purchasing of Equipment
Submit all the information to the vendor to purchase the new equipment
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 and delivery information for record-keeping purposes
Schedule any professional installation services, as applicable
Notify any team members of the purchase as appropriate
This is especially important if the delivery of the equipment requires someone be onsite or if the installation will interrupt the firm in any way
Process Checklist
FOLLOW-UP
ROLE
TASK
DETAILS/TIPS
Client Service Associate
Oversee Tasks to Implement New Equipment
Confirm the receipt and/or installation of the new equipment
Review and test the new equipment to ensure it works as expected
Address any questions or issues with the vendor
Notify team members and coordinate any training on how to operate the new equipment
Training could be how-to instructions posted next to the equipment or distribute to the team or it could be a scheduled in-person training session depending on the complexity of the equipment
sei.com/advisors
© 2015 SEI. This information is proprietary.  No further distribution is intended.