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The MiWorkspace Tech Depot is responsible for moving university owned equipement around campus to and from NIT offices. These logistic tasks are defined as the following:
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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
@NIT Office - Sorry, due to time constraints we will not be able to make it to your office. We will attempt another delivery window.
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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 or picked up from the designated shelf/table within the NIT office. A note must be made on the delivery sheet and in TDx. For example, “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.”
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
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go about
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their day, needs may change.
Returning to Depot
Upon returning to the Depot after the logistics route, each driver is repsonsible 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. |
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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.
If the delivery/pickup was only peripherals or was a transfer task between NITs, move on to the next ticket and repeat the above steps.
If the delivery included a MiWorkspace asset machine, continue to the following
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table to update its location in TDx
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Repeat these steps for all remaining delivery/pickup
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sheets
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.
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| 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 |
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. This will create a drop-down menu.
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Repeat steps 1 through 18 for all remaining delivery/pickup sheets
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Exceptions and additional context
All Unless otherwise specified with approval by Depot, all laptops must be accompanied by a power adapter (PA), whether . Whether it’s a Loaner, returning to stock, or transferring from NIT to NITa 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 no one is available at an NIT office at the point of delivery or pickup, but Depot can still complete pickup/delivery, make a note on the pickup/delivery sheet and leave this comment in TDx:
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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 Jeff Trumitchrequest. NIT will need to complete the build.
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