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:

• Deliveries: This task describes equipment that is being transported from Depot to an NIT office.

• Pickup: This task is created when an NIT office has equipment that needs to returned to Depot.

• Transfers: This task is used for equipment that needs to be moved from one NIT office to a second NIT office.

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.

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.

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 an 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 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.

Here is an example of what the departing message may look like posted in the #sup-depot-delivery Slack channel:

• 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 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;

1. 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.”

2. 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.

   1. 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.

TDx tickets will be updated only after a delivery is actually made/attempted, not beforehand. Before updating tickets in TDx, first scan all signed delivery/pickup sheets into Google drive from the office copier following the menu path Workflow Scanning->Delivery/Pickup

1. Open Team Dynamix (TDx)

2. Enter the ticket number from the delivery/pickup sheet in the search field

A new window will open displaying the details of ticket

3. Scroll down to find the delivery/pickup task on the right-hand side

4. Click the button Mark as complete

5. 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 Upload button to save the pdf file to the TDx ticket.

6. If the delivery included a MiWorkspace asset machine, continue the following steps to update its location in TDx
   If the delivery/pickup was only peripherals or was a transfer task between NITs, skip to step 22

7. Click the Request ID # at top left of the ticket window to copy the ticket number to the clipboard

8. Close the ticket window.

9. From the TDx desktop, navigate to the Asset tab.

This should have been set up during the initial hiring process. If not, add the asset tab to the worker’s desktop

10. Select Assets from the vertical menu on the left-hand side of the screen

11. Click the green funnel button on the right side of the screen to set the filter parameters.

12. In the Associated Ticket field, paste the ticket number that was copied to the clipboard in step 9.

TDx will generate a pop-up with the ticket title

Click on the pop-up to select the ticket

13. Click the green  Apply  button

TDx will sort all MiWorkspace assets to display only the assets associated with the current ticket

14. Select the asset that you want to update the location of by clicking the check box at the left of the line item

Make sure the correct asset is selected by comparing the MIWS# on the delivery/pickup sheet.

Multiple assets can be selected, if necessary.

15. When the correct asset(s) are selected, click the green Update button.

This will open the Update Assets window

16. Select the Location check box

This will create a drop-down menu

Begin typing Stockroom in the text box

1. When TDx generates options, select Stockroom

2. This will generate a second drop-down menu

Begin typing the name of the NIT office where the asset(s) was delivered

3. TDx will highlight the office that matches what is typed. You can also scroll through the offices to select the correct destination.

4. Click in the Comments box and type the message:
   This machine was delivered to NIT

5. Click the green Save button at the top left of the window and close the window once TDx has confirmed that the asset(s) location has been updated

6. Repeat steps 1 through 18  for all remaining delivery/pickup sheets

Exceptions and additional context

• All laptops must be accompanied by a power adapter (PA), whether it’s a Loaner, returning to stock, or transferring from NIT to NIT. 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:

No one was available to sign. Left on the drop-off shelf.

• 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 Trumitch. 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 from NIT and delivering to Tech Repair, both NIT and Tech Repair must sign a copy of the Pickup Sheet. 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.

• 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:

Picked up from [NIT office location]; will be delivered during the next available delivery window.

•  If we were unable to make a delivery/pickup, this should be noted in the ticket. For example:

Unable to make delivery/pickup due to [X reason].