Policy ID Number: FM 302

As Of: January 18, 2012

Purpose:
This document establishes a policy and procedure for Facilities Management personnel when
managing inventory of materiel in the Facilities Management Warehouse.
References:
PPM 5-25 University Procurement
PPM 10-2 Acceptable Use Policy for Computing and Network Resources
FM Procedure OP05 After Hours Procedures for the Facilities Management Warehouse
FM Procedure E01 Security Protocol for Computers in Facilities Management

Definitions:
Computerized maintenance management system (CMMS): Database that Facilities Management
uses as a work management system.
Consumables: Small items such as nuts, bolts, screws etc. that are kept in the Facilities
Management Warehouse but not tracked as individual units.
Inventory Management Team (IMT): Assigned individuals responsible for evaluating and
managing materiel and supplies in the Facilities Management Warehouse.
Shop Stock: Materiel that is stocked in Facilities Management shops as frequently used items
obtained through the Facilities Management Warehouse.
Shop Inventory: Shop materiel kept in the shop or on a shop vehicle.
User Defined Fields (UDF): Fields used in the computerized maintenance management system
which must be populated with required information before processing requests. 

Policy:
Materiel management will be performed in accordance with Utah State law and Weber State
University policy. The Facilities Management (FM) Warehouse will be the first source of supply
for all materiel, supplies and tools used by FM staff in performing their duties. All materiel,
supplies and tools issued by the FM Warehouse will be applied to an open work request in the
computerized maintenance management system (CMMS). The FM Warehouse will accurately
account for all materiel procured from the FM Warehouse.
Only when materiel, supplies and tools are not available from the FM Warehouse and cannot be
obtained in a timely manner in order to support the work requirement, is FM staff authorized to
purchase supplies or materiel from commercial vendors.

Procedure:
A. Materiel Acquisition
All materiel acquisitions will be made in accordance with Utah State law and Weber
State University policy. No materiel will be removed from the FM Warehouse without
proper accounting.
After hours acquisitions of materiel from the FM Warehouse will be made through the on
duty Heat Plant Operator.
The following chart illustrates the type and method by which the FM employee will obtain
materiel:

 

	Who	Method	Warehouse
In-stock  inventory	Technician (Walk-in)	Paper Release	• Daily counter release • Weekly re-stock
	Technician (Electronic stock Request Submitted)	Materiel Request (must be approved by Manager/Superintendent)
Direct Order (Job specific, non-inventory)	Technician	Materiel Request (must be approved by Manager/Superintendent)	• Daily counter release • Review orders before noon
New stock item	Manager/Superintendent (Director oversight)	new stock form	Daily ordering
Discontinued items	Manager/Superintendent (Director oversight)	Discontinued form
Re-stock quantity changes	Manager/Superintendent (Director oversight)	Quantities form

 

B. Product End of Life
The following steps outline the process for notifying the FM Warehouse of products no
longer required in FM:
1. Manager/superintendent will notify FM Warehouse of changes to the status of instock
products.
2. Manager/superintendent will be responsible for cost of discontinued items not used
from inventory provided by the FM Warehouse (provided the FM Warehouse does
not reorder the item(s) after notification of changes). The FM Warehouse will not
absorb losses from discontinued or expired items.
3. Phase out processes will be proposed by the manager/superintendent requesting the
discontinuing item in order to minimize loss. IMT will approve phase out processes.
4. FM Materiel Manager or designee will identify materiel as “Discontinued” in the
CMMS and will not be re-ordered.
5. Each month a report of all discontinued items and current stock levels will be
generated by the IMT and emailed to all manager/superintendent and directors for
review.
6. Obsolete or discontinued materiel will be taken to Property Control and transactions
for the disposal of the materiel will be accounted for in the CMMS.

C. Inventory Reporting and Review
All materiel kept in stock will be reviewed annually by the IMT and the respective
manager/superintendent. Materiel kept in-stock is intended to be high-turn, frequently
used, or identified as mission critical items. The IMT will review stock with each
manager/superintendent according to the following schedule:

Annual Review Schedule (3rd Wednesday of each month)
January	Landscape
February	Custodial
March	Electrical group
April
May
June	Mechanical group
July	Safety
August
September	Structural group
October	Lock
November	Vehicle repair
December

D. Mission Critical Materiel
1. Manager/superintendent, with the review of the respective director, will present
mission critical materiel to the IMT for approval.
2. Items approved for “Mission Critical” status will be marked using a UDF in the
CMMS.
3. Mission Critical items will be reviewed annually by the IMT to verify necessity of
keeping materiel in stock (i.e. known use).

E. Shop Stock
1. Shop Stock materiel will be tracked and accounted for in smaller units than are issued
through the FM Warehouse.
2. No items considered as consumable items will be listed in the CMMS as “Shop
Stock.”
3. Assembled units will be entered into the CMMS as “Shop Stock” after review by the
IMT to establish proper costs.
4. Shop Stock items, usage and pricing in the CMMS will be reviewed annually by the
IMT and respective shop administrator.

F. Shop Inventory
1. Shop Inventory is shop materiel that should be kept in the shop or on a shop vehicle.
2. Shop inventory will be restocked through the FM Warehouse and charged to the
established work request for which it was used.
3. Shop inventory also includes materiel which is considered “Shop Stock.”
Example of shop inventory being used for shop stock:
Electricians keep five (5) ballasts on shop vehicle. Two (2) ballasts are used, one on
work request #111111 and one on work request #111112. The electrician can submit
a Materiel Request in the CMMS or visit the FM Warehouse at the end of the day to
purchase replacement shop-stock ballasts (one for each work request). The stock on
the vehicle remains at five (5) ballasts and the ballasts are properly accounted for in
the CMMS.

G. Bypassing the FM Warehouse
The FM Warehouse will be the first source of supply. It is also recognized that
situations may require that shops bypass the FM Warehouse to meet the mission of
the University. Bypassing the warehouse will be considered operating against the
mission of the University unless the following circumstances occur:
1. The FM Warehouse is closed and the shop and shop is unable to make purchases
(afterhours procedures apply).
2. The FM Warehouse does not have the materiel required.
All materiel purchases will be made through the FM Warehouse. If the Warehouse is
not capable of effectively making the purchase due to technical specificities, materiel 
quality requirements or time constraints, the FM Warehouse will authorize a shop
supervisor to make the purchase from an outside vendor.
For project related purchases, the FM Warehouse will be used when FM is supplying
materiel for the project. Services will not be purchased through the FM Warehouse.

H. Recycling
1. All scrap metals generated by the FM shops will be delivered to the FM Warehouse.
2. The FM Warehouse will appropriately sort, store, transport materials to recycler and
deliver checks to the Facilities Management Business Office for deposit at the
University Cashier’s Office.