Warehouse

1. Warehouse/Fixed Assets Update on Procedures

2. Warehouse/Fixed AssetsDistrict Operations Complex4309 Warrior Avenue

4. Functions Central Receiving Fixed Assets Warehouse Stores Issues General Supplies Maintenance Supplies Transportation Supplies Custodial Supplies Mailroom Moving Crew

5. Central Receiving Items to be shipped to Warehouse, use PE ID S800 on purchase order. Fixed Assets High Pilferage Items that require the use of a forklift, pallet jack or other materials handling equipment All other items can be shipped to your site/campus.

6. Tracking Packages Web page: http://arrival.mcallenisd.net/dems/

7. Login to Pitney Bowes

8. Once Logged in Click on Packages

9. Enter the Tracking # or PO #

10. Click on Details

11. Package Details Events will indicate: Date Received, Routed, and Delivered packages.

12. Fixed Assets – Capitalized Items Capitalized items are those with a per unit cost of $5,000 or more. Use 6639 Account for furniture and equipment Use 6641 for vehicles Ship to Central Receiving PEID S800

13. High Pilferage Items High-pilferage items are those that are likely to be stolen if a break-in occurs, and are generally of a “high tech” nature. Per-unit cost is not a factor in determining high-pilferage status.

14. High Pilferage Items – Updated List Computers (CPU, Monitor, laptops, servers) Printers and Multi-function Printers Fax Machines Computer Scanners TV’s/Plasma Screens/LCD Panels DVD/VCR/Blueray players CD Players Camcorders Digital Cameras Photographic Cameras Scientific/Graphing Calculators Video/Computer Projectors Document Cameras PDA’s (iTouch, Palm, etc) – not to include Blackberries or PDA’s on Sprint Service.

15. No Longer To Be Barcoded Laser Disc Players External Drives Hubs Typewriters Modems, external Two-Way Radios Telescopes Microscopes Weapons (for ROTC and MISD PD) Analytical Electronic Scientific Equipment such as: pH meters, spectrophotometers, power supply’s, etc. Telephone Systems Tape Recorders

16. Warehouse Stores Issues To place a Stores Issue, use SIOEUB Under SI – Stores Inventory, select OE and then UB. Click on the Add Mode symbol. Order ID – Click ellipse button to auto seed order number

17. Warehouse Stores Issues Description – Enter a general description for the entire order. Year – Will default Status – Will default to NW for New Order Primary Warehouse – Click the drop-down arrow and select WHS1 Central Warehouse or WHS 2 Maintenance Warehouse or WHS3 Transportation Warehouse Secondary Warehouse – Will default to user’s pre-defined security code. Requested By – Will default to user’s name. Requested Date – Will default to current date. Customer ID – Enter PEID for school or department. When all required fields are entered, press Enter to save the record.

18. Warehouse Stores Issues The items tab will automatically be selected. Qty Ordered – Enter quantity for item being ordered. Product ID – Use ellipse button to access lookup to find product code. Account – GL will default, enter the entire account number.

19. Warehouse Stores Issues When all required fields are entered press enter to save the record. Make sure you get the Record Accepted message.

20. Items to be Removed from Inventory Furniture Certain General Supplies Butcher Paper Colored 20 lb Bond Paper (blue, canary, goldenrod, green, pink) Manila tagboard, chart tablets, gradebooks and sentence strips Laminating film Transparencies for Thermofax and T-100 Write-ons Manila folders Pencil Sharpeners Pocket Folders without fasteners Computer paper Binders Staplers Chalk Projector lamps Envelopes (Clasp and Plain) Storage Boxes

21. General Supplies Vendors Order furniture items from JR Inc. Order instructional/office supplies from Gateway/Jones and Cook. Special negotiated pricing to be e-mailed to staff.

22. Will Continue to Stock Bond paper, white Index paper Neon or Astrobright paper Pocket folders with fasteners Receipt books

23. Receipt Books As campus receipt books run out, we will not reorder.   Warehouse staff will start issuing receipt books from other campuses.  If your stock number is depleted on the system, you will need to use another campus stock number to purchase receipt books for your campus. 

24. Add/Transfer/Disposal Form Go to http://misdweb/ Click on Add/Transfer/Disposal Form

25. Add/Transfer/Disposal Form All Disposal Forms must be typed Send original forms to Fixed Assets/Warehouse Services Retain copies for Campus/Department

26. Completing an Add/Transfer/Disposal Form Enter the Campus or Department name. Enter the site code of your Campus or Department. Room number where the items are located. Enter a description if more appropriate, such as “cafeteria”, “gym”, etc. Date in which the form is being submitted. Enter the work order number that was generated. Enter the item number if the item is in the Fixed Assets Inventory. This number will be on the McAllen ISD barcode. Some older items have a “metal tag” or marked with a “permanent marker” with either the item or AV number.

27. Completing an Add/Transfer/Disposal Form Enter the purchase order number. This number will be located in the barcode label. Enter an item description. Check whether or not the property was purchased with Federal Funds. Enter a quantity. This would be for items such as furniture, student chairs, tables etc. Items that have an identifying number such as a serial number are to be entered individually. Make, if the item is a vehicle. Model number if it has one, or model name such as Canon, Dell, Gateway, etc. Serial number if there is one. Reason For Disposal. Enter an explanation as to why the items need to be disposed of. All items being disposed of will need an explanation.

28. Completing an Add/Transfer/Disposal Form Complete Section B: When requesting to dispose of property. In the “initiated by” space, enter the name of the person that is initiating the request for disposal. This may be a teacher, coach or supervisor as in the services department, i.e., Food Service, Plant Operations, etc. In the “Approved by” space, the Campus Principal or department head must approve.

29. Moving Crew Work Requests The following are steps for requesting the assistance of the moving crew to transfer or permanently remove furniture and equipment. An Add/Transfer/Disposal form must also be completed and submitted.

30. Moving Crew Work Requests Log on to the Unicenter ServicePlus Service Desk http://10.0.0.40/caisd/pdmweb.exe Click on “Create a new Request”.

31. Moving Crew Work Requests Edit the Phone Number and E-mail Address if necessary. Enter a priority and click on “Click here to select a Request Area”. In the “Request Description” space enter a description of the work to be done. For Disposal forms, enter the work order number on the top right of the Add/Transfer/Disposal form.

32. Mail Services Procedures All mail services are for school related business only and are done through Central Warehouse Department for proper postage and billing. All regular mail must be received at Central Warehouse no later than 3:00 p.m. to go out the same day. Code all envelopes on the top left-hand side with your site number for proper billing.

33. Postage Rates

34. Standard Mail-Nonprofit Procedure To qualify for standard mail rates, mail must contain the following type of information: Newsletters Announcements Booklets Procedures You must have 200 pieces or more. Mail must be sealed. Each piece must be identical in weight. Each piece must have the following notation on the upper right corner: US Postage Paid McAllen, Texas Permit #275 Non-Profit You may have the MISD Print Shop print this indicia on your envelopes.

35. Standard Mail-Nonprofit Procedure You must include PS Form 3602-N with your mail and provide Central Warehouse with a “6299” account. Retain a copy for your records. You must deliver your standard mail no later than 3:00 p.m. The following information must be filled: Name & Address of Campus/Department Exact number of pieces Signature of mailer and Telephone number

36. Express Carrier Procedures All express mail pieces must be brought to Central Warehouse and prepared by the user. Must include a valid “6299” account. When using federal funds, obtain prior approval from Federal Programs Director Envelopes and labels for priority mailings are available at Central Warehouse. All express packages must be brought to Central Warehouse no later than 2:30 p.m.

37. Carrier Rates Federal Express up to 8 oz. Priority Overnight (Morning Delivery) - $18.00 Subject to change Standard Overnight (Afternoon Delivery) - $16.00 Subject to change Lone Star Overnight up to 8 oz. (Service Area: Louisiana – New Mexico, Oklahoma, Texas only) Overnight Ground (Afternoon Next Day Ground) - $3.43 Subject to change Next Day Air 10:30 a.m. (Morning Delivery) - $6.57 Subject to change Next Day Air 3:00 p.m. (Afternoon Delivery) - $5.69 Subject to change DHL for International packages only

38. For questions and assistance call (956) 971-4468 Lorena Garcia, Director of Purchasing, Warehouse and Fixed Assets Ercy Garcia, Secretary to the Director (956) 661-4442 Javier Gallegos, Coordinator for Warehouse/Fixed Assets