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Completing the Material Order Form

Material Order Form Completion

(SOP--L3CS 2)

Purpose

To outline the proper procedures for filling out the Material Order Form required to place goods/service orders from shops serviced by Location 3 Purchasing.

Scope

Location 3/Central Stores – Purchasing Coordinator, Stores Management
FAC Shops (requesting persons) – All (Craftsmen, Supervisors, Superintendents, IPE’s)

Introduction

Goods and Services are purchased daily for all Shop locations to complete various work projects. These requests are placed on the Material Order Form, utilized by the Purchasing Coordinator. The need to have this form filled out completely and have a unified understanding of what that entails across all entities that utilize the service is crucial to a smooth and accurate process.

Definitions

  • MOF – Material Order Form
  • QTY – Quantity of goods needed.
  • UNIT – Unit of measure in which the goods are to be purchased. Some examples are: EA (Each), LG (Length), FT (Feet), PL (Pale), GA (Gallon), CN (Can). ** The system is limited to 2 character spaces, so abbreviate accordingly.
  • PART NUMBER – Vendor’s identification number for the goods.
  • PRIORITY – Classification used to determine time-line need of goods.  
  • SSC – Shared Service Center
  • PO – Purchase Order

Process and Documentation Owner

Location 3 Management.

Documents

  • Material Order Form: blank
  • Material Order Form: blank, total cost
  • Material Order Form: training

Requester

  • COMPLETION – Requester is tasked to obtain a blank MOF (either hardcopy or electronically via MS Excel). The blank form will be filled out with ALL required information outlined in the MOF Training documentation.
    • Required Information – Failure to properly complete will result in MOF being rejected for re-processing. *** If a Vendor Quote is provided, this can be submitted in place of the MOF, but the nine required pieces of information must still be met/provided.
      • Today’s Date – Date of Request
      • Requested By – Requester’s Name
      • Approved By – Designated Shop Approver’s Name
      • Work Task # – Work Task Number ** A VALID/IN PROGRESS number is needed to place an order
      • Priority – Signifies the expected delivery time
        • HIGH – EMERGENCY – Goods are needed within 1-4 Business Days
        • MEDIUM – URGENT – Goods are needed by a specific date – Tied to a specific Job start/end date or Needs to be placed by “X” due to specific Vendor lead times. Time frame is 5+ business days, anything under 5 would be considered a HIGH Priority.
          • Justification is needed for HIGH and MEDIUM Priorities
        • LOW – ROUTINE – Goods are not needed until 7+ Business Days and not tied to a specific date to complete a Job within scope (specific date needed would fall under MEDIUM priority).
        • HIGH/MEDIUM Justification – Reasoning your order needs to be a rush/urgent order. Justification should be in-line with the following examples. Max detail is required (What/who is affected and how).
          • Life threatening situations for human and/or animal life
          • Catastrophic events such as, flood, fire, earthquake or other natural disasters that pose a threat to human and/or animal life, adversely affect the university mission, or threaten university property
          • Critical equipment failure, either on or off campus, that seriously increases the risk exposure of the university or may cause an extraordinary impact on funding
          • Weather conditions affecting agriculture, human and animal shelter, and construction
          • Public safety incidents that seriously increase the risk exposure of the university or threaten life or property
          • Time restraints (FOR MEDIUM ONLY), like short lead time work orders, specific time frame to place order with Vendor. Absolute date product is needed to complete job or avoid work stoppage.
        • Date Material Needed – The desired delivery date of goods being ordered
        • Vendor Name – Name of the Vendor/Company desired to place order with
        • Material/Goods Information
          • QTY – Quantity you want ordered
          • Unit – Unit of measure the goods/item is packaged in
          • Part Number – Vendor Part number assigned to the goods/item you need ordered
          • Item: Name, Manufacturer, and Description. Service: Type of service
            • Detailed description of goods/items/services desired for purchase. Max detail is strongly encouraged to avoid any delays
          • Service: Type of service, Scope of work, Location and Contact name
            • Detailed description of goods/items/services desired for purchase. Max detail is strongly encouraged to avoid any delays
          • Unit Cost – Cost per individual unit
        • Quote Information – Call out if a quote is accompanying the order.
          • Quote is REQUIRED for ALL Service requests. Hard copy can be turned in or e-mailed, ensure delivery method is noted on the MOF.
          • Quote is optional for Material requests. Hard copy, e-mailed or even phone quotes are acceptable. Note delivery method on MOF. If phone quote, note contact name and number.
    • SUBMISSION – After the MOF has been properly completed, it is to be submitted to the Location 3 Purchasing Coordinator and/or their back-ups
      • Electronically – The completed MOF can be sent via e-mail to one of the following groups depending on priority needs. Under ZERO circumstances should a request be sent to only a single individual from the Location 3 group. All parties must be included for back-up purposes or delays may exist in the order placement process in the instance of an absence.
        •  FAC Purchasing and Expediting – All orders should be submitted in person or via e-mail to: fac-purchasing_accountspayable_expediting@ad3.ucdavis.edu .
          • Group consists of the current Purchasing Coordinators (Nicole Cuthbertson and Crystal Shipp) and the immediate back-ups: Storekeeper lead (Carlos Tellez) and Stores Supervisor (Eric Loveless)
      • Manual – If hard copy was used, the completed MOF can be turned into the in-box located at Location 3 in the Purchasing Coordinators office.
        • The box is checked by the appointed back-ups in case of absence

Purchasing Coordinator & Designated Back-ups

  • MOF Compliance – The Purchasing Coordinator (or designated back-up) will check the submitted MOF for required information compliance. If any of the information is missing, the missing fields are to be highlighted and is to be kicked back to the requester for proper completion.
    • Hard Copy MOF - If the MOF was manually submitted, a phone call (at the earliest convenience) will be placed to notify the requester of the infraction and they will be requested to return the completed copy. 
    • Electronic Copy MOF – If the MOF was sent via e-mail, a reply e-mail will be placed to notify the requester of the infraction and they will be requested to return the completed copy.
  • Placement/Completion – The Purchasing Coordinator (or designated back-up) will create the order in MAXIMO based on the information provided in the MOF. Once the PO has been created, an e-mail notification will be sent (regardless of submission type) to the requester. The notification will state the status of the order and the assigned PO number attached to it, along with any other detail relevant to the placement (CMS Ticket Number, UCD Buy Placement Number).

Revisions

  • 1.08 – Changed the MOF to include part # in the Material Description field to allow better presentation of detail. We’re finding the part number field was not big enough to fit most part numbers.
  • 1.09 – Changed the wording on P3 and P2 day’s requirements from “Calendar” to “Business”. This is in consideration for weekends. Orders placed on Thursday and needed Monday may not have enough time to process with off days eating up two of the available process days.
  • 1.10 – Changed the Priorities from 1,2,3 to Low, Medium High