Equipment Orders

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This is an article about the basics of CSS equipment orders. This describes how to enter orders, order equipment, order labor, create estimates, and send confirmations to our customers.


Contents

How to enter orders


Specific kinds of orders


Times

  • Enter time of course or event
  • Complete Estimated duration


Location

  • Enter in which building and room the class or event is in. Example:SMI 102. Please choose from the appropriate three letter Building Codes to denote the building.


Audio Visual Requests

  • The most common requests are for faculty laptop computers, data projectors, DVD players and powerpoint remotes.
  • Large Orders: When a customer calls/e-mails/requests a large or complex order (sound systems, multiple mics, etc), please consult with a Media Tech to determine what equipment needs to be included in the order, to meet the customer's needs.
  • Item availability: Common items such as data projectors, DVD players, and powerpoint remotes are usually always available for daily checkout. Quarterly loan items must be requested early in the quarter and the request must (usually) come from a class that meets more than 2x per week.

Labor Requests

  • Ask what date the operator is needed. We schedule two weeks in advance and cannot always accommodate short notice requests. If they are contacting us short notice put in the order, but mark it tentative. Tell them we will need to look for staffing and we will get back to them. Next, speak to the scheduler (Ryan) for availability.
  • To get an idea of what the operator is needed for, ask what the client expects the operator to do.
  • Remember that the operator cannot operate the client's equipment, with the exception of the client's laptop computer, only our equipment can be used.
  • NOTE:If you are taking a large complex order, it might be necessary to assign 2 operators.
  • NOTE:Sometimes equipment is set-up the night before if it is in a secure location. Then a second operator would be assigned for the following day.
  • After getting the above information from the client, determine what type of operator is required: Hourly, Lead, Staff or Engineering. This will determine the hourly charge for the client.
  • Please also assign an operator task. "Set-up", "main" and "tear-down" are the three most common. This will help the operator know what is expected of them at first glance.
  • Determine a start time and an end time with the client, keeping in mind that a reasonable amount of time is needed for set-up and tear-down of equipment. Ask a Media Tech if you are unsure of how much time is needed.
  • Double clicking on this field will bring you to the labor box, in which you can write labor instructions in the "Notes for the Operator" section (see below how to do these notes).
  • Make sure to fill in Operator details, such as which key set to bring, and attire to wear.


Enter Labor Instructions (a.k.a. Create Work Order)

Schedule Equipment Delivery/Pick Ups

Deliveries

  • Hours of delivery
  • Same Day
  • Next Day
  • Write any delivery notes in the "Booking Notes" field. These are read when the equipment is getting pulled. Labor instructions are not visible to the people prepping equipment.


Short Notice Requests

  • A short notice request for equipment only would be day-of or evening-before requests.
  • NOTE: We can accommodate these requests about 95% of the time since these requests make up about half of all Technical Services requests. Examples include an instructor who needs a DVD player or a data projector for the same day or an event that needs a data projector or screen for the next day.
  • NOTE: We reserve the right to charge a $25 or $50 short-notice charge for large or complex equipment requests (made less than 48 hours in advance).
  • A short notice request for labor would be less than two weeks before the day of the show.
  • NOTE: Before confirming with the client, you must speak with Ryan to see if there is a student operator available.
  • NOTE: Ryan will check the database and let you know if this is possible. If we do have someone available, you can continue with confirming the order.
  • NOTE: We reserve the right to charge a $25 short-notice charge for labor requests (made less than 10 days in advance).


Create an Estimate

  • Once all fields are complete on the order, submit it for an estimate check.
  • Equipment and/or Labor orders must be submitted to Marisa for a check. To do this, give Marisa the ticket and make a comment that says, "Estimate Check".

Equipment Confirmation Letters

  • Once an estimate is checked, it will be returned to the Help Desk Queue for an HDA to send out a confirmation.
  • Make a PDF of the estimate. Be sure to send a copy which has the DUE DATE visible. There are several buttons which generate different views of orders, and only the buttons "Print Equipment (New)" (show both labor and equipment charges) and "Print EQUIP" (equipment only charges) in the individual booking's view provide both checkout and due back dates.
  • Reply to the customer. Select the corresponding ticket article in RT and attach the estimate.
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