Page 102 - eBOOK VERSION 8 BOOK 2 of 2 JUL 2022

STANDARD OPERATING PROCEDURE Research Administration SOP No: A011
SOP Title: Supply Orders & Inventory
1. PURPOSE
The purpose of this Standard Operating Procedure (SOP) is to describe the standard procedures to be followed for ordering and maintaining office supplies including business cards.
2. INTRODUCTION
This SOP outlines the process for ordering and maintaining office supplies for all department staff including outlining the process for newly hired staff.
3. SCOPE
This SOP applies to Research Administration.
4. RESPONSIBILITIES
4.1 Research Administration
The Research Administrative Coordinator (RAC), Director or Sr. Director, and Team Leads (TL’s) will work together to maintain the necessary supply inventory by following the procedures as outlined in Section 5.
5. SPECIFIC PROCEDURE 5.1 Office Supplies
Office supplies are ordered through either Infor CloudSuite (formerly Lawson) or Office Depot online and are kept in a central location within the department and are replenished once pre-determined “reorder” levels have been reached. Children’s Health utilizes two vendors for ordering supplies, CloudSuite (in-house inventory) and Office Depot.
The staff member who identifies a supply is low, contacts the RAC. The RAC then adds it a list of items needing to be ordered. Prior to ordering supplies, the RAC sends the list to the Director or Sr. Director for verification and approval. Once the order is approved, the RAC places the order. Delivery of the order should be to the attention of the Director or Sr. Director, using the respective office number. A copy of the verification email received from Office Depot should be forwarded to the Director, Sr. Director, or the identified Team Lead for reconciliation purposes.
Once the the order is reconciled, and an email is sent to the RAC confirming that all items were received or advising what item(s) was/were missing. At this point, the RAC updates the inventory sheet and emails a copy to the Director, Sr. Director, and Team Leads.
5.1.1 Access to Infor CloudSuite
All CHST staff have access to Infor CloudSuite however, to gain access to order supplies, a request needs to be submitted through Service Now or by contacting the help desk. The request should include what Company(ies) and Accounting Unit(s) the team member will need access to (Example: Company 1000, Accounting Unit 99400).
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