Department Analysis

Main Processes and Flows

The general receiving procedure consists of verifying the supplier packing slip, counting the packages and signing a receipt which will be kept on file. Materiel Services Department uses a new identification system where tags are placed on all received merchandise. Each item is scanned into the computer by the program Smart Track. Smart Track keeps records of all the merchandise in the warehouse both currently and from the past 7 to 8 years. This program helps employees keep track of merchandise; employees can find information on merchandise by entering the tag number, item name or date it was received.

Figure 2 Smart Track Systems

 

The general delivery procedure takes 1 to 5 days, with the exception of overnight mail and perishable items that must be delivered immediately. All other items are placed in the stock office to be distributed in the future.

Figure 3 Main Processes Diagram

Equipment Used

In addition to a new tracking system, there is equipment used by the Materiel Services department to help speed up the delivery process. Some equipment includes: a forklift, two jacks, three utility vans, and golf carts. Frank Vollero said that majority of the employees are satisfied with the equipment they currently have.

Figure 4 Kean University Materiel Services Equipment

Critical Operations Assessment

The major critical operation in the Materiel Services Department is the receiving of the packages. First, each package must be unloaded, tagged, and scanned into the computer system by Smart Track. These processes ensure organization of all packages in the warehouse.  The bottleneck of this operational system is the number of employees.  The number of working employees determines the number of packages that are able to be delivered. A large workforce would mean more packages delivered in a shorter period of time. An increase in the number of transportation vehicles could also increase the capacity of packages delivered. This would also assist Materiel Services with the delivery of larger packages.

Essential skills of storekeepers are organizational and operational management skills.  Storekeepers must effectively communicate with department heads, faculty members and students. Delivery employees should have an extensive knowledge of the campus in order to provide an efficient flow of distribution.  It should only take between 1 to 5 days for packages to be received at the warehouse and delivered on campus.