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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.
Morning and Afternoon Triage Message
The logistics team is responsible for messaging NIT offices that have deliveries, pickups, or transfers on the docket. Messages should 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.
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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 an 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 to communicate with NIT arrival ETAs and any emerging issues as well.
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Departing Depot in Van 341. Expected route is @[NIT Office 1] - @[NIT Office 2] - @[NIT Office 3] - @[NIT Office 4]
@[NIT Office 1] - ETA 15 min
Encountering and Communicating Issues
During a Depot logictics logistics window, the driver may encounter unforeseen events that requires addition commnication communication 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 eaxampleexample, 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 trafficetraffic, 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 occur at specific NIT loactionslocations, at the driver’s disgretion discretion and with approval from Depot supervisor.
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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 go about their day, needs may change.
Returning to Depot
Upon returning to the Depot after the logistics route, each driver is repsonsible responsible for scanning in the delivery sheets, closing the task(s) in TDx, and updating the asset location (where necessary).
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TDx tickets will be updated only after a delivery is actually made/attempted, not beforehand. |
Updating TDx
Open Team Dynamix (TDx)
Enter the ticket number from the delivery/pickup sheet in the search field
A new window will open displaying the details of ticket
Scroll down to find the delivery/pickup task on the right-hand side
Click the button Mark as complete
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After the ticket refreshes, scroll down to the Attachment box on the right-hand side and click the “+” button.
A window will open, select from your computer and then click the Browse button.
Follow path This PC>ITS-Files (S:)>Projects>MiWorkspace Depot>Scanned Documents and open the Delivery-Pickup file
From the file select the pdf that corresponds to the ticket and task(s) you are updating by double clicking.
Click the green Uploadbutton to save the pdf file to the TDx ticket.
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Move single asset (Best for moving one or two assets individually. For multiple, see right-hand column) | Move multiple assets (Best for moving three or more assets to the same location simultaneously) | |||||||
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Click the Assets/Cls tab within the ticket.  | Click the Request ID # at top left of the ticket window to copy the ticket number to the clipboard. | |||||||
Select the asset you wish to move by clicking the ID number in the left-hand column.  | Close the ticket window. | |||||||
| From the TDx desktop, navigate to the Asset tab.
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Click the green Updatebutton at the top left. | Select Assets from the vertical menu on the left-hand side of the screen. | |||||||
For deliveries, there are only two fields that are necessary to alter: Location and Location Room | Click the green funnel button on the right side of the screen to set the filter parameters. | |||||||
In the Location field, begin typing Stockroom in the text box
| In the Associated Ticket field, paste the ticket number that was copied to the clipboard in the first step.
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In the Location Room field, begin typing the name of the NIT office where the asset(s) was delivered.
| Scroll up and click the green Apply button.
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Click the green Savebutton at the top left of the window and close the window | Select the asset(s) that you want to update the location of by clicking the check box at the left of the line item.
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For assets that are returning to the Depot Buildroom, there are two additional steps. | With the correct asset(s) are selected, click the green Updatebutton.
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| Select the Location check box. This will create a drop-down menu.
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Exceptions and additional context
Unless otherwise specified with approval by Depot, all laptops must be accompanied by a power adapter (PA). Whether it’s a Loaner, returning to stock, or a transfer. The ONLY time a PA is not required at the point of pickup is if it is being taken to or from Tech Repair.
If there is no PA available at the time of pick up, DO NOT pick up the machine. Return to the Depot, make a note in TDx, create a “Locate PA” task under the ticket, and assign it to the NIT who owns the ticket.
If a machine must be delivered to NIT as unbuilt, this must be noted in the comments in TDx:
This machine was delivered UNBUILT per request. NIT will need to complete the build.
When transferring assets and/or peripherals between NIT offices, the RECEIVING NIT should be the one to sign the Pickup Sheet.
If picking up transferring an asset or peripheral from NIT and delivering to Tech Repair, both NIT and Tech Repair must should sign a copy of the Pickup Sheet. The and the Repair Sheet should be left with the machine/device at Tech Repair. If picking up from NIT and returning to Depot, the NIT must sign the Pickup Sheet. The second copy should stay with the machine/device
When delivering a machine to Tech Repair, update the asset status to In Maintenance; this will remain the status of the machine for the duration of Depot’s involvement. It will be up to NIT to change the status during redeployment. Do not change the location stockroom.
If the repair requires that the machine return to Depot before being delivered to NIT, change the location stockroom to “Depot-ASB1040-BuildNow”. When it is delivered back to NIT, change the stockroom to the NIT stockroom per usual delivery procedures but leave the status as In Maintenance.
If only the pickup part of a transfer can be completed, return the equipment to the Depot and place it on the outbound shelf with the paperwork. Then in TDx, mark the task as 50% complete and add a comment to the ticket:
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