DPW_WHS_Order_Overview_(1).PDF

END USER

APPROVER

WHSADMIN

WHS LABORERS

I.

The current process the Department of Public Works uses to order warehouse stock was implemented on January 1, 2020. We transitioned from Microsoft Excel spreadsheets to online ordering on PGH Supply. This website was created by I&P used in a different department originally, it was modified to meet our general needs. This overall process involves three programs, four users, and an upwards of twelve steps.

It would be beneficial to have an all-encompassing program with automation and mobile capabilities. This complete ecosystem would provide a user-friendly interface the End User could place an order. Work on filling this order can be done in the program from approvals to order creation to pulling the order to the End User signing off on the order when they pick up and receiving a copy of that signed confirmation for their records.

End User logs onto PGH Supply to place a WHS order. At checkout, End User is given a confirmation number.

End User logs onto Outlook to send confirmation number to

DPWSupplyApprovals@ for approval.

Approver approves order via email. Approvers are Marcelle Newman

• & Chris Hornstein

DPWSupplyApprovals@ is a distribution list of WHS ADMIN +

Approvers t WHS ADMIN logs onto Outlook to receive confirmation an order was requested and approved.

• WHS ADMIN logs onto PGH Supply to change order status, Order status changes from order copy& paste item #‘s into Cartegraph, and print order. submitted to order approved.

The PGH Supply Order is printed for laborers to pull the order.

WHS ADMIN logs onto Ca rtegra ph. Uses PGH Supply order to The WHS Packing Slip along with

,ff~ copy& paste item #~s into material list to create a “Task”. A WHS the PGH Supply Order printout is Packing Slip is printed, given to WHS Laborers to pull order.

• WHS ADMIN verifies accuracy between PGH Supply order and

Cartegraph WHS Packing Slip.

• WHS Laborers pull order from stock marking notions on the WHS Packing Slip as they go.

• WHS Laborers verify order, make a copy of the order, and inform WHS ADMIN order is complete.

• WHS ADMIN contacts End User via email to inform them their order is ready for pick up.

End User picks up order, signs WHS Packing Slip, and receives a If there happens to be any back physical copy of their completed order. orders, the WHS Packing Slip will display the items and quantity on back order.

• WHS ADMIN scans and uploads signed WHS Packing Slip todftb* Cartegraph to complete the order.

03/04/2022 1105 AM 5th Division Order #7o2b16 Spangler. Aggie 75 Items Status

Janitorial Supplies. Office Safety ORDER SUBMITTED Supplies Tools and Equipment

Spangler, Aggie Fri3/4/202211:13AM

To: DPWSupplyApprovals

Cc: McClory, John; Murray, Ryan

Good morning, Please review and approve the following Supply Requests:

• 702b16 - 5th division

• 702b7c - Western division

Newman, Marcelle ~ <_) <~ ~1f~j~J1 Fri 3/4/2022 11:23 A

To: Spangler, Aggie; DPWSupplyApprovals

Cc: McCiory, John; Murray, Ryan

Approved

03/04/2022 1105 AM 5th DivIsion Order #7o2b16 Spangler Aggie 75 Items Status

Janitorial Supplies. Office. Safety APPROVED Supplies Tools and Equipment

DPW/PARKS

5th Division

ORDER DETAILS

03/04/2022 1105AMOrder #7o2b16

Submitted by Span gler. Aggie aggie spangler p ttsburghpa gov

Item ID Type Ordered Picked

RAGS, 25# BOX- WHITE

W3051 1 Janitorial Supplies 4

COTTON

TOILET PAPER! TOILET W30606 Janitorial Supplies 1

TISSUE, STANDARD (96/BOX)

COPY PAPER, WHITE, LETTER

W50401 OFFice 10

(8 1/2’ X 11) (1 REAM)

COMPRESSED AIR bUSTER

Warehouse Packing Slip Task ID Activity

423303 Warehouse Order

Basic Information

5th Division

Department Warehouse Date Received: ____________________________

Start Date 3/4/2022 Print Name: ____________________________

Stop Date 3/8/2022 Sign Name: __________________________________

Filled By / Date: ___________________________________

Order Verified By: ___________________________

# Boxes! Pkg for Delivery/Pickup: ________________

Task Notes:

Material

ID Doscription Bkorded Attit

W91604 Funnel Spout/For Sity Gas Can 02.07.00 2.00

W51302 POST IT NOTES l3X3) 27.00.04 24.00

W91703 fltJ~KET/PAlLWJHANDLEl5GALLON) 71.01.00 15.00

Warehouse Packing Slip Task ID Activtty

423303 Warehouse Order

Basic Information

5th Divfslon

Department Were ouse Dete Received: 03 C~ Start Date 31412022 Print Name. i 1 t~kd ~

Stop Date Sign Name _________________________________

Filled By! Date: ~ c2≤ * ~7 Order Venfled By: r~”J 3 ~?.fl # Boxes / Pkg for Delivery/Pickup:

Task Notes:

Material

It) Description ____~~rdocI Amr

W91604 Funnel Spout/For Sfty Gas Can 02.0700

W51 302 POST IT NOTES (3 X 3) 27.0304

Wal 703 BUCKET/PAIL W/ HANOLE (5 GALLON) 71.01 00

From: Deiraso, Matthew <)p~ithewdglp~o~pittcburg~pagov> Sent: Monday, March 7, 2022 7:12 AM To: Spangler, Aggie~ Cc: McClory, John cjohn.nrclorv~nittsburthps~ggp; Murray, Ryan <an.murravj~jittsburn~~g~> Subject: RE: Supply Requests (2) - 5th & Western divisions

These are ready for pick up

From: Newman, Marcelle Sent: Friday, March 4, 2011 11:24 AM To: Spangler, Aggie qgg~pagg r pittsburgb~pJ~gQp; DPW5upplyApprovals Cc: McClory, John <jghn.mccbryj~piftshurgftpa.gov>; Murray, Ryan qyan.murray~p~ttcb~rgj)oaj~> Subject: Re: Supply Requests (2) - 5th & Western divisions

Approved

T Marcelle Newman-Assistant Directat DPW 414 Grant &refl, Suite 301 Pittsburgh PA 15219 412 255 2488 Cell 412-607 7488

From: SpangleG Aggie~ Sent: Friday, March 4, 2022 11:13 AM To: DPWSupp[yApprovals~ Cc: McClory, John <john~mccloryj~pittsburg~pj~ggp; Murray, Ryan~ Subject: Supply Requests (2) - 5th & Western divisions

Good morning, Please review and approve the following Supply Requests:

• 702b16 - 5th division

• 702b7c - Western division

Thank you.