FY21 Joint Resources Ordering Process

THIS GUIDE APPLIES ONLY TO ORDERING SCC ITEMS FROM TEAM SGA BUDGETS UNTIL JULY OF 2021, A TABLE CONTAINING A BREAKDOWN OF AVAILABLE FUNDS IS LOCATED AT THE BOTTOM OF THIS PAGE.


For the 2021 fiscal year (July 20-June 21), some of the SCC budget requests were divided amongst the teams' individual SGA budgets. The funds have to be accessed through SOFO by the team that holds the line item.


SCC inventory spreadsheet: https://docs.google.com/spreadsheets/d/1N7OS5Dux6zemHQu1c0Gwb8Y3sFTpx6FU-JMAu09YHzI/edit?usp=sharing


Procedures for managing joint ordering:


Weld gas:

  1. Full cylinders are kept in the cage in the SCC parking lot. When a team requires welding gas they will retrieve a full cylinder from the left side of the cage marked “full” and leave the empty cylinder on the right side of the cage marked “empty”.

  2. A spreadsheet in the general SCC shared Google Drive called “Inventory” records the current stock of shared resources. Update this sheet and notify someone from Wreck Racing (either Gerry Daher or Andrew Kim) if cylinders are exchanged.

  3. Wreck Racing holds the welding gas line item for FY21. When the stock of full cylinders is low, Wreck will facilitate an order to refill the empty cylinders. Below is the steps to be completed by the Wreck finance officer when

    1. Complete a purchase form with the correct cylinder information and quantities. The form must also include instructions for Airgas stating, "Please place order in the cage located at the west end of the lot behind the SCC Building." A sample purchase sheet from a previous welding gas order is on the SCCGB Google Drive for reference.

    2. Email the purchase form to Michelle Graham (michelle.graham@me.gatech.edu) and CC Dr.C

    3. Confirm with an email between SOFO and Michelle that the purchase is approved.

  4. Airgas will come and remove the empty cylinders and replace them with full ones. Once the order is placed they usually come fairly quickly so make sure all cylinders are in the cage and marked as empty before contacting Michelle for ordering.



Garnet:

  1. Robojackets holds the garnet line item for FY21 and will need to place the order when the stock is sufficiently low.

  2. The robojackets finance officer will complete a purchase request form. The vendor is Barton Intl in Workday. The product is 80HPA. It comes as a 2200lb pallet. Instructions on the order must be clear: Deliver to the SCC in a lift gate equipped truck. Include your contact info and make sure someone is there to receive the pallet at the SCC when it arrives.

  3. Email the purchase form to Michelle Graham (michelle.graham@me.gatech.edu) and CC Dr.C

  4. The pallet is heavy so best to make sure it’s all the way up the ramp while the driver is still there, it’s hard to pull it up with the old pallet jack at the SCC.


Other:

  • Other line items for FY21 will need to be ordered through the team holding that line item similar to the weld gas and the garnet above. The remaining items do not require going through a specific vendor and the responsible team can coordinate the purchase in the same way that they typically handle SGA budget purchases.



CMA Budget Breakdown by Team