Overview
Section titled “Overview”The standard is needed to ensure alignment, consistency, and provide clarity to any employee tasked with shipping equipment out to clients.
Assumptions, Risks, or Dependencies
Section titled “Assumptions, Risks, or Dependencies”Assumptions
Section titled “Assumptions”N/A
If equipment is not insured and is lost in transit centrexIT could be held liable.
Dependencies
Section titled “Dependencies”Office manager to reconcile the monthly Fedex bill and invoice clients.
Prerequisites
Section titled “Prerequisites”N/A
Standard
Section titled “Standard”centrexIT uses our own Fedex Account to ship computers/equipment to clients. This is the case for equipment we sell as well as equipment that gets shipped to us from clients to provision and then we ship back.
Design Desk reconciles Fedex invoice each month and invoices client for their respective costs.
centrexIT as a standard uses Fedex Ground for Business/Home Delivery. With this shipping a computer would need to be shipped out 1 week before date client needs to receive by.
2-Day Air: To use this shipping type must be pre-approved by client. Exception is Adstra who approves this. With this shipping a computer would need to be shipped out 4 business days before the date client needs to receive by.
Next Day Air: To use this shipping type must be pre-approved by client, vITM must be notified. This shipping type is costly and delivers on weekends. With this shipping type a computer would need to be shipped out 2 business days before the date client needs to receive by.
Shipping expectations should be communicated to clients ahead of time by the provisioning engineer and all tracking information should be emailed to the client via “Public Conversation” in the ticket as soon as equipment leaves centrexIT.
Fedex Pickup: Fedex will pick up shipments from the centrexIT office. Labels must be created by 1:30 PM PST for pickup to occur that day between 3:30 and 5:00 PM PST. Labels created after 1:30 PM will not be picked up until the next day.
Shipped equipment should be insured as our standard so we are not liable for equipment lost during transit.
Value inputs are as follows, Fedex will automatically calculate insurance cost based on value.
Computers: $2000 *if computer is known to be high valued, put for $2500-$3000
Docks: $500
Projects: Work directly with vITM or Procurement Department to determine value
*If shipping peripherals add $350 – or best judgement
There are scenarios where centrexIT includes a prepaid shipping label in the box of a new provisioned computer. This is so the client can ship the old computer back to be reprovisioned for another employee. The prepaid label should include insurance and the value of $1000.
There are also scenarios where a client asks us to send a prepaid label. The prepaid label should still include insurance and the value of $1000.
If a client asks centrexIT to use their company’s shipping account as our standard we should still be insuring the equipment. If for some reason, a client specifically asks us to not insure something we must get an email in advance from the company’s main poc stating that they do not want us to insure the equipment and accept any liability if the equipment is lost in transit.
External References
Section titled “External References”N/A
Definitions
Section titled “Definitions”Note: Please add KB relationships to core process, process, SOPs or other WIs on the right.