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Field Parts Ordering Process

Scope​

This tutorial provides step-by-step instructions on how to fill out the PM Field Parts Ordering Form and Smartsheet. The goal of this process is to efficiently address part ordering needs while in the field and to streamline communication. This process is strictly for items that are critical to project completion and needed on-site.

  • The Smartsheet can be found under our Active Projects Workspace linked here: Smartsheet Link

  • The form that needs to be completed when request a part can be found here: Form

  • The link for the PM Field Parts Ordering Smartsheet can also be found on the Field Technician and Project Management Resource Document which can be accessed here : Dashboard

Process​

  • The Project Manager or Lead Technician will access the form and fill out the form with as much information as possible. Please see below for a more detailed explanation of each item that needs to be completed on the form. The more information provided, the smoother the process will be for the procurement team, ensuring timely delivery of your request.

    • Project Code - Select the correct job and job code from the dropdown list of active projects. If the job is not listed, manually enter the job name and code.
    • Requesting Individual Email Address - Enter your email address to receive real time updates of your request.
    • Project Manager Email Address - Enter the full email address of the Project Manager that is over the specific job.
    • Date of Request - Enter the date of the request being submitted. If 48 hours have passed with no action, an automated email will be sent out as a reminder to the procurement team.
    • Part Name - Please provide as much information as possible when filling out this section. Include any information that is pertinent to the item that you are requesting.
    • Part # - Include any specific part numbers or identifying information to ensure accuracy.
    • Quantity Needed - Notate the quantity of the item that needs to be ordered.
    • Ship To Address - Provide the full shipping address including the recipient’s name and location. This includes the job site, panel shop, HBT office, etc.
    • Notes - Include any additional information that the procurement team may need to complete the request in a timely manner.
    • File Upload - Upload any pertinent information that is needed to complete the request. This can be a quote, screenshot of the item, picture, etc.

  • Once the form is submitted, the procurement team and office administrator will receive an email with the details of the order request. The Project Manager will also receive an email with details of the order.

  • The procurement team will then move forward with ordering the requested part. They will be responsible for updating the Smartsheet notating when the item has been ordered and delivered. If a formal Purchase Order (PO) is needed, this will also be tracked and communicated to the individual requesting the part.

  • When the item is marked as ‘Ordered’ on the Smartsheet, an automated email will be sent out to the requesting party informing them of the status and PO, if applicable. The automation will be sent to the Project Manager as well.

  • When the item is received, the procurement team will update the Smartsheet to notate that the status is now delivered. Another automated email will be sent out to the appropriate parties, informing them of the status update.

Revision History

RevisionDateNameDescription
1.0.009/09/2025Sneha KarnikInitial Implementation