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The purpose of this document is to explain the procedures and processes implimented by the MiWorkspace Tech Depot to complete daily deliveries, pickups, and transfers while ensuring the accuracy and accountability of university assets. The Tech Depot schedules these logistical tasks during two pre-determined windows: 10 a.m. to 12 p.m and 1 p.m. to 3 p.m. Monday through Friday.
Additional delivery and pickup tasks can be executed outside these normal windows under special circumstances upon request and approval from Depot.
Morning and Afternoon Triage Message
Logistics will be The logistics team is responsible for messaging NIT offices that have logistics ready for themdeliveries, pickups, or transfers on the docket. Messages should go out by 9:30 AM and 12:30 PM to allow 30 minutes be sent out at least 30 minutes prior to the logistics window to allow time for NIT to respond. Depot logistics windows are Monday-Friday, 10AM-12PM and 1PM-3PM. Use the following script and use the .
Additional delivery and pickup tasks can be executed outside these normal windows, under special circumstances, upon request from NIT and approval from Depot.
Copy and paste the following boilerplate messages into each NIT Slack channel using the @ to ping each office that have logisitcs tasks on the docket. The designated spaces for the ticket numbers :should be filled in with the TDx ticket number(s) for reference.
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Morning message:
Good morning, NIT. Here are the 10AM-12PM window logistics ticket(s): TDx#######, TDx#######, TDx#######. Please verify the locations and equipment in these tickets. Let us know if your office will be staffed before the logistics window starts so we can triage and plan our routes. Check the #sup-depot-delivery Slack channel for driver departure and route information. We will provide a 15 minute ETAan ETA when we are en route.
Afternoon message:
Good afternoon, NIT. Here are the 1PM-3PM window logistics ticket(s): TDx#######, TDx#######, TDx#######. Please verify the locations and equipment in these tickets. Let us know if your office will be staffed before the logistics window starts so we can triage and plan our routes. Check the #sup-depot-delivery Slack channel for driver departure and route information. We will provide a 15 minute ETAan ETA when we are en route.
Heading Out on Deliveries
Delivery drivers will use the #sup-depot-delivery Slack channel to communicate their departure time, van number, and delivery route when departing the Depot. Along the route, we will use this channel exclusively to communicate with NIT arrival ETAs and departures. any emerging issues as well.
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When on a delivery run, you must Slack the neighborhood and give |
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an ETA notification that the delivery is on the way. |
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Here is an example of what it should contain:All the departing message may look like posted in the #sup-depot-delivery Slack channel:
Departing Depot in Van 341. Expected route is @NIT @[NIT Office 1] - @NIT @[NIT Office 2] - @NIT @[NIT Office 3] - @NIT @[NIT Office 4
@NIT Office 1 - ETA 15 mins
@NIT Office 1 - We have arrived
Departing ]
@[NIT Office 1. @NIT Office 2 ] - ETA 15 minsmin
Encountering and Communicating Issues
If Depot has access to the office via card swipe, key, or code, make the delivery/pickup. If there is no response after the 15 min chat ahead and the allotted 10 min grace period, send that team a Slack message that we are returning the delivery to Depot for a different logistics window. Here is a canned message for this scenario:
In the #sup-depot-delivery Slack channel
@NIT Office - No response within the delivery window - we will attempt another delivery window.
If for whatever reason, you are unable to make a delivery due to time constraints, you must notify the appropriate NIT office as soon as possible. Here is a canned example of what it should contain.
In the #sup-depot-delivery Slack channel
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During a Depot logictics window, the driver may encounter unforeseen events that requires addition commnication with NIT. Some examples of these emerging issues may experience while en route are:
Arrived at NIT office, but no one is present to receive and the driver does not have access to the room.
In this eaxample, the driver is responsible for alerting NIT that they have arrived and will wait 5 minutes before re-routing.
Driver needs to re-route the delivery due to traffice, road closures, unavailable parking, etc.
Driver made a delivery to a secondary location due to an office being closed or un-staffed.
This is rare, but may occure at specific NIT loactions, at the driver’s disgretion and with approval from Depot supervisor.
It is the responsibility of the driver to communicate any deviation from the “Expected route.”
If a Depot Driver arrives at NIT for a delivery, pickup, etc. and no one is available, one of two things can happen;
If we have access to the office, either by MCard or keypad or another means, the items may be left on the designated shelf/table within the NIT office. A note must be made on the delivery sheet and in TDx: “No one was available to sign. Left on drop-off shelf.”
If the driver does NOT have access to the NIT office, a message must be sent to alert NIT that we have arrived and will wait five minutes before re-routing.
Example: “@[NIT Office] Depot has arrived for delivery. No response at office. Will wait 5 minutes before re-routing.”
Returning to Depot
If NIT requests that the delivery location be modified, we should try to honor the request within reason given our time constraints. The assumption is that this should be hashed out during the morning/afternoon communications but as NIT goes about its day, needs may change.
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