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Originally Posted by kellymc
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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Yes. Me. During build season, I have students fill out an order slip with quantity and source. I try to consolidate any online orders that are needed, but if it's a hardware store item, I may just get it on my way to the school.
Some other mentors end up purchasing parts for the sub-team they work with and get reimbursed, but are asked to inform me of their purchases for tracking.
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2. How do you handle team finances? Do you have a student treasurer?
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Our parent organization is a 501c3 and handles all money for the team. The treasurer is one of the parents. Every year, he/she creates a budget that is approved by the parent organization. Costs are broken down for registration, travel, robot, outreach, etc. I have a check card I'm authorized to use as the main purchaser for robot related items. We do not currently have a student involved in treasurer duties, but may try that this year.
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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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We don't really have a good system for handling inventory of common hardware like nuts and bolts. It's more of a "we're running low on XXXX, could you get some more" I do track the items so we can start to get a good idea of how much hardware and other items we buy each year.
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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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Generally same process as needing new parts, unless it's a higher dollar item.