SOP #764: Storeroom Usage and Access

Purpose and Scope

To formalize a department policy outlining storeroom visitation and usage.

Policy

There are many processes in place allowing PFD employees to obtain work materials/parts without needing to physically visit the storeroom. To avoid unnecessary campus travel, the storeroom should only be visited when these processes have been fully utilized and an in-person storeroom visit is still required to complete assigned duties.

Procedure

Employees with Planned/Scheduled and Reactive Work

All Shifts

  1. For all shifts, all parts kits needed for your shift should be picked up at one time at the beginning of your shift.
  2. Each maintenance vehicle has a selection of items stocked by trade (known as 'van stock').  It is the responsibility of each technician to make sure their vehicle remains stocked with these items.
  • Technicians should use the Grainger app to order needed replacement items.
  • If a Technician believes parts should be added to/removed from the van stock program, please notify your supervisor.
  1. Vending machines are available in Cole Service Building for frequently needed storeroom items.  These vending machines should be utilized when a needed item is not provided through van stock or a parts kit.
  • Needed vending machine items should be obtained at the beginning of your shift or immediately prior to or after your lunch break.

Day Shift

  1. For day shift maintenance employees with planned and scheduled work, when a parts kit is needed, employees should pick up their parts kit from the storeroom dock area and not enter the storeroom.
  2. Van stock replenishment items should be picked up from the cart in the fleet services garage bay across from the timeclock or other areas as designated by the storeroom.

Afternoon and Night Shifts

  1. Only employees authorized by the Senior Director of Operatinos (or his/her designee) may access the storeroom outside of storeroom operating hours.
  2. Storeroom doors must remain locked and closed at all times.
  3. Authorized employees may not allow other employees into the storeroom.
  4. All items removed from the storeroom must be recorded by the employee as dictated by the storeroom and include all requested information.

All PFD Employees

  1. Except when the storeroom is not staffed, employees should call ahead at 513-529-7037 to notify the storeroom or parts/materials needs or utilize the part request application in TMA.  The storeroom will make every effort to have these items available at the dock area for immediate pick up.  In the case of O&M manual access, a call ahead is necessary only if required to gain entry to the storeroom.
  2. Storeroom doors are expected to be secured at all times.  Please note that permission to enter the storeroom must be granted through a phone call and storeroom staff are unable to answer the door unless scheduled via the call.
  3. At no time should an employee enter the storeroom through a secondary entrance without first calling ahead and obtaining permission from the storeroom staff.
  4. Storeroom staff will make the determination whether an employee must visit the inside of the storeroom or gain access behind the counter in order to complete the parts/materials request.

 

Revision History

  • December 2021

 

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