5210-Utility Support

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City of Raleigh Public Utilities Department Utility Support Business Process Maps

Table of Contents

I. Inventory-Warehouse Complete Replenishment Process (New Item Request to MSR) ................................................................................................................................................................................................. 1 Revision 1: 11/15/2015 Order Fulfillment-Walk-In ........................................................................................................................................................................................................................................................... 2 Revision 1: 8/10/2015 Order Fulfillment-Express Delivery ............................................................................................................................................................................................................................................. 3 Revision 1: 5/17/2016 Storeroom Requisition Fulfilment............................................................................................................................................................................................................................................... 4 Revision 1: 1/1/2017 Replenishment ............................................................................................................................................................................................................................................................................ 5 Revision 1: 8/14/2015 RPOD Order................................................................................................................................................................................................................................................................................. 6 Revision 1: 8/26/2015

Receiving of Vendor-Delivered Material ..................................................................................................................................................................................................................................... 7

Revision 1: 8/12/2015

Returning Meter Register for Upgrade ....................................................................................................................................................................................................................................... 8

Revision 1: 8/12/2015

New Item Request ...................................................................................................................................................................................................................................................................... 9

Revision 1: 8/12/2015

Return Material Authorization (RMA) Process.......................................................................................................................................................................................................................... 10

Revision 1: 8/12/2015

II. Fleet Maintenance Proactive-PM ............................................................................................................................................................................................................................................................................ 11 Revision 1: 6/21/2017 LW Reactive Work..................................................................................................................................................................................................................................................................... 12 Revision 1: 6/21/2017 Road Call ................................................................................................................................................................................................................................................................................... 13 Revision 1: 6/21/2017 Sewer Division Customer Request ............................................................................................................................................................................................................................................ 14 Revision 1: 6/21/2017 GPS Reactive Process ................................................................................................................................................................................................................................................................ 15 Revision 1: 6/21/2017 III. Facility Maintenance Reactive Maintenance Request ................................................................................................................................................................................................................................................ 16 Revision 1: 6/8/2017 Proactive Maintenance ............................................................................................................................................................................................................................................................. 17 Revision 1: 6/8/20/17 Daily Inspection......................................................................................................................................................................................................................................................................... 18 Revision 1: 5/25/2017

Complete Replenishment Process (New Item Request to MSR)

5210ͲInventory/Warehouse

11.15.15

Obtain Superintendent’s signature on New Item Request form

Places order with warehouse (via counter, call, Redbooth, etc.)

Complete New Item Request form

Obtain at least one price quote

Start

Verify material

EͲMail completed new item request form with price quote

Provides order information

Utility Support Customer Purchasing PU Administration Vendor(s) Accounts Payable

Sign pick ticket

(Division, Program, Truck #, Name, etc.)

Notify all Utility Support staff and customer confirmation of new itemsetup

Assign MIN/MAX and other replenishment information

Enter requisition details in systemͲ

Resolve discrepancies with vendor representative

Send putawayEͲ mail to Utility Support Distribution List

2 nd receiver obtains requisition packet from inbox

Review New Item Request form for completeness

Complete New Item Request spreadsheet

Ordered material arrivesto warehouse dock

EͲMail price quote requests to vendors

Update Timeline spreadsheet

Creates Material Stock Request

Complete material picking feedback

End

generated requisition

1 st Receiver obtains requisition packet from files

EͲMail New Item Request spreadsheet

Replenishment process runs overnight

Inventory Assistant prints putaway EͲ mail

Verify accuracy of 1 st receiver

Does item already exist or is request incomplete?

Create requisition packet

Complete shipping log

Print pick ticket

No

Yes

Send EͲmail to Utility Support distribution list notifying of material arrival

Compare physical material to packing list and requisition packet for accuracy

Reply to putaway EͲ Mail acknowledging putawayand noting any discrepancies

Save/Submit requisition in PeopleSoft

Check availability of funds

Complete receipt in PeopleSoft

Gather Material

Note any discrepancies on requisition packet cover sheet and vendor packing list

Print systemͲ generated replenishment requisition

Place requisition packet and vendor packing list in2 nd receivers inbox

Create entry in Timeline spreadsheet

Update Timeline spreadsheet

File completed requisition packet

Notify customer of arrival of material

Present material to customer

Review price quote request

Review price quote request

Review purchase order

End

Receive payment

Ship ordered material

Send price quote

EͲMail price quote

Send invoice

Approve requisition

EͲMail confirmation of new item creation with new PS part number

EͲMail purchase order to vendor and Utility Support requisitioner

Review New Item Request spreadsheet

Receive approved requisition

Create purchase order

Create new part number in PeopleSoft

Review quote and requisition information

Approve purchase order (Purchasing Manager)

PeopleSoft looks for 3Ͳway match (Voucher, PO, Receipt)

Paymentis scheduled

Receive invoice

Create voucher

Send payment

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10

ProactiveͲPM

5210ͲFleet Maintenance

Contact supervisor for each group of vehicle

Receive list of PM due from VFS

Create Work Order in FASTR

Finish Work Order in FASTR

Contact Supervisor Vehicle is Ready

Start

Review list

Perform PM

LW Vehicle Fleet Mechanics Supervisor/Employee Vehicle Fleet Services

Supervisor schedules and/or brings truck to shop

Schedules vehicle pick up.

End

Close Work Order

11

LW Reactive Work

5210ͲFleet Maintenance

GPS Reactive Work

Create Work Order in FASTR

Finish Work Order in FASTR

Sewer Specialty

Order parts

Perform repair

Low

GPS Work

No

Vehicle Type

Notify to take vehicle to VFS

Severity

High

End

Light Vehicle

LW Vehicle Fleet Mechanics PU Ops Staff Vehicle Fleet Services Start

Bring vehicle to LW Mechanic

Close Work Order

12

Road Call

5210ͲFleet Maintenance

Call Vehicle Fleet for assistance

Start

Sewer Maintenance LW Vehicle Fleet Mechanics Vehicle Fleet Services

Contact VFS and give mileage and truck number

No

Respond to request

Perform diagnostics

Fix on Site

Yes

Call shop to create WO

Pick up parts from VFS

Finish Work Order

Make repair

Close Work Order

End

Tows Vehicle

End

13

Sewer Customer Request

5210ͲFleet Maintenance

Request fabrication, welding, and/or installation

Pick up requested item

Start

End

Sewer Maintenance Program Supervisor LW Vehicle Fleet Mechanics Vehicle Fleet Services Requestor Provide Materials

Perform Requested Work

Notify supervisor of finished work

Yes

Order parts from VFS and add to Work Order

Create Work Order

Schedule work with supervisor

Perform Requested Work

Finish Work Order

No

Close Work Order

14

GPS Reactive Process

5210ͲFleet Maintenance

End

Package and Return Bad Unit

Receive New Unit and Put in Stock

Yes

LW Vehicle Fleet Mechanics PU Ops Staff Start

Test defective unit and troubleshoot with Verizon and vendor

Install New/Known Working Unit

Remove GPS

Return to vendor

No

Place in stock

Notify requestor that work has been performed

Pick up truck

End

15

Reactive Maintenance Request

5210ͲFacility Maintenance

Creates request via phone, eͲmail or in person.

Start

Facility Maintenance Customer Start

Receive request and add to Spreadsheet

Yes

Yes

Proactive Maintenance

Perform immediate corrective action

Assess for complete repair

Within scope of work

Perform Repair or Install

High Priority

Notify Requester

No

No

Contractor Procurement Process

Close job on spreadsheet

Assess if Necessary

Yes

Within scope of work

Check materials, tools and PPE

Schedule Work

No

Contractor Procurement Process

End

16

Proactive Maintenance

5210ͲFacility Maintenance

Reactive Maintenance Request

Yes

Reference PM Schedule

Check materials, tools and PPE

Perform PM (Checklist)

Start

Issues Present

No

Log and complete on Speadsheet

Facility Maintenance

Check materials, tools and PPE

End

17

Daily Inspection

5210ͲFacility Maintenance

Perform Morning Walkthrough ͲSecurity ͲObservable Function

Yes

Reactive Maintenance Request

Start

Find Issue

No

Facility Maintenance

End

18