North Carolina Department of Public Instruction Transportation Services December 2014 Craig Warren Transportation Consultant Inventory Training Module 5 Inventory Issue Process Service Vehicle Inventory Replenish

Issue Processes TD18 TD18W PM Sheet Directly to Work Order Clip Board Service Truck Inventory Control / Replenish Inventory / Labor Cross Reference Inventory Training Module 5 Inventory Issue Process Service Vehicle Inventory Replenish

Inventory Issue Processes Inventory shortages can be linked to several issues but the lack of process to control the flow are clearly one of the larger issues. The following processes are suggestions that if utilized will greatly cut the amount of lost inventory your LEA could be seeing annually.

Inventory Issue Processes TD18 Form This form is one source of listing parts as they are issued to technicians. Many times this form is utilized during 30 day inspections and by Technicians on service vehicles when on their service routes.

TD18W TD18W Form This form was created in an attempt to capture more accurate data in tracking warranty transactions on North Carolina School Buses. This is another way of capturing the inventory part at time of issuance to prevent stock loss.

PM Sheet Parts pulled for PM operations should be listed on this form prior to distribution to the technicians and additional parts added as issued to insure the tracking of the part before it leaves the stock room.

One Screen Work order This transaction will allow the parts person / cost clerk to issue the part directly to the work order at time of issue preventing stock loss and allowing better control of the inventory.

Clip Board / Auxiliary manual record This manual process will allow issuance of the part without a work order but requires the same information collection. Quantity, DOT number, description, Technician and bus number. This will capture everything needed to create a work order later and this method is typically for road calls or emergencies not allowing time for order / ticket creation prior to the issuance.

Service Vehicle Inventory Control Inventory stocked on service vehicles require the same type management as the garage stock room location. Inventory is the responsibility of the technician responsible for the truck.

Service Vehicle Inventory Control Typically the TD18 form will be the method of control used to keep the truck inventory accurate unless your LEA has internet based laptop with BSIP access. The issue of parts needs to occur at the time of use as the parts are removed from the truck for installation same as the garage issue.

Service Vehicle Inventory Control In order to maintain the inventory of the service vehicle the TD-18 or a computer download of the inventory used shall be given to the garage main stock location personnel to have the truck inventory replenished. The inventory to replenish the truck needs to be pulled daily in order to maintain the inventory from a location accessible to the truck technician.

Inventory / Labor Cross Check Inventory loss can be the result of several issues however one technique to levitate this problem is a cross check. TD18, TD18W, PM sheets all need reviewing by shop foreman or designee that understands the mechanical process. The installation of every part should be accompanied by a labor operation to match and any labor operation needs review to insure a part was not inadvertently left off the ticket.

Summary This module on Inventory Issue and labor cross reference should be used as a guide to correct or possibly eliminate issues you are currently having in Inventory management. Many times failure to issue inventory properly results in shortages that can not be explained and will result in a loss that must be repaid from local funds. The cross reference method described will also be a method of eliminating loss from failure to list the parts. The use of techniques described assist in the issue process and may also eliminate errors. Transportation Services hopes this module will be another reference tool you will use to insure accuracy in the daily operation of your facility.

North Carolina Department of Public Instruction Transportation Services December 2014 Craig Warren Transportation Consultant Inventory Training Module 5 Inventory Issue Process Service Vehicle Inventory Replenish