Systems

I like to be efficient and effective. To do this, I need systems that help keep the right information in front of me, so that I can make appropriate plans to prioritize the right things. For example, my role as it relates to inventory means that I need to keep ahead of orders, changes, and licenses.

I am currently working within our ERP system (Enterprise Resource Planning) from VAI to learn how to effectively use the Purchase Suggestion Manager. It provides suggestions based on inventory, unusual usage (unusual sales based on previous years), and lead time (time from order until time of receipt) and even flags items that are overstocked.

We are working hard to make sure we enter the correct data in the system, so it can accurately predict when we need to place the next order. For instance, if we order a product and it arrives on a Monday but we don't receive it into stock until the following Monday that can throw off the lead time. In this case it will show that it takes 5 business days longer from the purchase order creation (the day we order it) to receive the product and then the system will say we need to order it 5 days before we do. During busy times when we can't receive everything on the day it is received, we try to be sure we back date receipts to actual day of receipt so the system has accurate information. Another problem can arise if we call and make a verbal order with a vendor but don't back date the purchase order for the day we called. In that case, we would show a faster lead time and this could be very bad if I expect the product to arrive sooner than it can. This is where big discrepancies can cause issues.

With regards to licenses, I'm currently figuring out a more organized system for staying on top of our expiring licenses. These are products we have agreements with the vendor to allow us to print ourselves or to order print runs. These agreements allow us to print titles that are sometimes no longer available in any other form. Sometimes, I have to start months in advance to get ahold of the current license holder. Things can sometimes change quickly in the publishing business and titles are sold to different license holders, so then it is a matter of finding out how to contact the new license holder, how they are publishing the title, and whether we can purchase from them or get a license to print our own version. We currently have one that has changed hands and is not available in the version we use. Now we have to decide if we can utilize the new title in its current form, try to ask for a license to print our own version, or if we need to find another resource to use. Changing resources often means that we must rewrite at least our Teacher's Manual and sometimes redo student sheets, and that can be a huge effort in and of itself in addition to the effort and time it takes to research an appropriate alternative. Consequently, having an efficient and effective system for tracking expiring licenses is critical to keeping our curriculum ready to print.