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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.
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Team Size: 12-20 Students & 3-6 Mentors
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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?
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We only have two primary people who can order materials: the 501(c)(3) President and Treasurer. Others can purchase "stuff" on their own, but if it's too far outside the norm or was not approved in advance, they risk not getting reimbursed. Typically, we have good communication on this.
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2. How do you handle team finances? Do you have a student treasurer?
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We do not have a student Treasurer. All finances are handled through our 501(c)(3).
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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?
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Typically, as we run low or out of parts, someone says something. Of course, that's partly because they're tired of hearing the Mentors say things like, "You've been waiting for xxx part? Why didn't anyone say anything to us?"
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4. How do you handle broken/missing tools? i.e. know that they have been broken/lost so that you can replace them?
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If it's broken, we'll typically replace it as we can afford it. If it's lost, it may take a long while unless it's a critical item. Of course, we have a ton of spares of the things we use often ... Actually, it's almost a real ton.
