[CalTran]

All answers are from Team 2410, BV CAPS Metal Mustang Robotics, and as of the 2013 season. (Responses in bold.)

Originally Posted by kellymc

I would like to know how teams handle the organization of parts/materials ordering as well as how you handle the purchasing of the items.

1. Do you have one dedicated person for ordering parts? If so, how do they know what to order? Is this a student ? A student and mentor?
We do not have a dedicated person to order parts. Instead, each subteam will generally order by demand, but we try to make bulk purchases (meaning order as much as we can from that website) all at once.


2. How do you handle team finances? Do you have a student treasurer?
Our team does not have a student treasurer. Instead, each subteam keeps a copy of the invoice, our head mentor keeps a copy of the invoice, and the school gets a copy of the invoice. Our head mentor, who is also the one who's name is on the purchasing card, keeps track of the finances.

3. How do you handle inventory? i.e. when parts are depleted who notifies the person who orders or adds them to the order list?
Our inventory is a little lack luster. Depleted fasteners and the like, while not often, are usually replenished by whoever needs them at the time. Once each season, we'll get a few 1/4-20 boxes from Harbor Freight though.

4. How do you handle broken/missing tools? i.e. know that they have been broken/lost so that you can replace them?
For our CNC mill, we inform the shop teacher and update the tool roster so both the teacher and any student looking to use the bit know they either need to open a new pack or wait until the new one is shipped. For drill bits, we have a few multi packs sitting around unopened, and would probably buy a new pack once all the bits are either broken or too worn. Hand tools are about the same.