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05-09-2014 Committee Warehouse Meeting Friday, May 9, 2014 Present: Mark Johnston, Veronica Quezada, Joseph Anzivino, Sally Bales, Todd Bensley, Roger Bishop, Candace Brown, Richard Clark, Victoria Delgado, Leeann DeMouche, Sergio Esparza, Pat Gomez, Franco Granillo, Lisa Herrera, Eric Martin, Esther Martinez-Carrillo, Karen Medina, Melissa Nelson, Cheryl Rodriguez, Sonia Saldana, Gabriel Sapien, James Nold, and Lori Romero. I. Tour(Warehouse Facility at Utilities) Leeann provided a warehouse supply issue form that is currently used at utilities. Leeann went over the process of how employees request items and how items leave the warehouse and the tracking process. The only cases where items will not be purchased through the warehouse are: the shelf life of an item, emergencies, and any office supplies. Every item is tied to an account in MUNIS, this triggers on inventory to let staff know when to purchase more items. It takes 5 to 6 staff to maintain the warehouse with purchasing, giving out supplies and tracking. Will be speaking with IT department and trying to reach the goal of scanning items in warehouse to a barcode system and moving up to the 11th version in MUNIS. Leeann gave a tour of the warehouse and how they operate. Cheryl Rodriguez gave brief information on how the Fleet Systems work and Work Order processes for Fleet. Cheryl stated it takes 3 staff members to be the inputters in creating and closing out work orders through MUNIS. Checks and balances then occur with the job requested, the foreman and the mechanic which sign off on paperwork as well. On the finance side of things all items are purchased through one line item. Will possibly going to a Pic Ticket system in the future and then later on bar coding items in the parts warehouse. II. Debrief Mr. Johnston stated the group will need to start brainstorming and narrowing down the four to five major components to creating the warehouse process. • Items on hand • Work Order Process • Purchasing/Finance • Tracking to have a 360 check. Within these sections will be more details based on specifics per department needs. Location has not been determined and will still be up for discussion and also satellite sites. III. Next Steps Meeting following May 21•' will set up the Council Chambers and give slide shows of the process in MUNIS and how it works on the Finance side and when work orders are created. IV. Next Meeting May 21•' 1:00 pm at City Hall Room 2007 B. V. Adjourn Overview: • Think of options on a site to include satellite sites. • Need 5 pieces (operational names) that will start the process to the system for the warehouse. Next meeting will be sent out for May 2V. Warehouse Committee Meeting Agenda May 9, 2014 I. Tour (Warehouse Facility at Utilities) Il. Debrief III. Next Steps. IV. Next meetings: A. May 21 :c 1:00 pm at City Hall Room 2007 B V. Adjourn