Office Supplies

Use correct object codes consistently.

Using the correct object codes consistently helps track purchases and keeps budget numbers clean. 

Decide what object codes will be used for office supply purchases and be sure staff is trained on this. Periodically review budget and coding to make sure proper codes are being used.

Limit the use of P-Cards.

SKU's purchased statewide are easier to identify when purchased through procurement.

Revisit the use of P-cards in your agency. What P-Card office supply purchases are absolutely necessary and which aren't? Monitor these purchases to see if there is an issue that continues to arise that could be revised by implementing one of the listed best practices. 

When items are purchased and tracked by SKU using the procurement  system, the easier it is for SPO to gather information on what is being purchased statewide. This information is helpful when negotiating contracts.

Limit the number of SKU's available and use generic supplies when purchasing office supplies.

Limit the number of unnecessary "specialty" items which many times cost more than the "regular/generic" stocked items.

Decide what items will be generic and regularly stocked items. Once decided,  commit to purchasing only these items.

Helps Procurement track what general/similar items are being used across the state. This helps when negotiating better statewide pricing by purchasing office supplies in bulk.

Limit the number of SKU's available and use generic supplies when purchasing office supplies.

Limit the number of unnecessary "specialty" items which many times cost more than the "regular/generic" stocked items.

Decide what items will be generic and regularly stocked items. Once decided,  commit to purchasing only these items.

Helps Procurement track what general/similar items are being used across the state. This helps when negotiating better statewide pricing by purchasing office supplies in bulk.

Set up online "Favorites lists" with vendors that consists of core items regularly ordered. 

Time saver when placing orders

Vendors on contract, Wist and Office Max, offer step-by-step instructions on how to set this up.

Set up a standard, regular order cycle; 
weekly, bimonthly, monthly.

Saves time for your staff, procurement team, receiving and accounting.

Create Min/Max levels on all standard stock items by using a method that works for your agency, whether it's a visual, list count or pull system.

Using a regular ordering cycle helps prevent running out of supplies and minimizes the need to place emergency office supply orders.

Create a central location to 
store all office supplies.

Cost Saver

Use the 5s process to set this up: Sort, Straighten, Shine, Standardize, Sustain (Listed below)

Employees from all departments have a  visual of what stock is available. 

Easier to maintain stock levels and ordering cycles.

Rotates the stock more frequently.

Prevents hoarding supplies by employees.

Use 5s process: 
Sort, Straighten, Shine,
Standardize, Sustain

This is another way to organize your office supply area.

SORT

* Identify your active, excess, slow moving and obsolete items. 
* Store in a central location. 
* Make it easier by eliminating obstacles. 
* Prevent accumulation of unnecessary and unwanted items. 
* Remove all obsolete and excess of your maximum stocking level.  
* Organized by similar items.

STRAIGHTEN

*Arrange active core items that are most used, in the focal part of the room or cabinet.  Clearly identify and label locations for all items so that anyone can find them easily. 
*Invest in clear bins for small items so that the items are visual and smaller quantities are taken instead of full boxes or packages.   
*Commodity grouping to eliminate duplicate items and use up comparable stock. 

SHINE

* Keep the area clean from clutter or empty containers.

STANDARDIZE

* The best practice in the storage area. 
* Signing out for office supplies for accountability and inventory control.  
* When signing out supplies, track by department, EIN or name of employee. 
* Implement and executing the change.

SUSTAIN

* Maintain proper order and sustain the change.

Set up a pull system to help with ordering supplies.

Note:
This may work for larger
agencies with large inventories
but may be cumbersome
for smaller agencies.

This is another way of maintaining levels of inventory and knowing 
when to order.

1. Determine how many days/weeks supply to keep on-hand. 

2. Start with 5s-ing your supply area or cabinet, ensuring like items are stored together (See above - Best Practice for 5s).

3. Using index cards, print the supply name and the minimum number of supply items to keep in stock before ordering on the card. 

4. Slip the index card in-between the individual items/packages where it has been determined that is the minimum number of that item to keep in stock before ordering.

5. Have a highly visible place in the supply area for people to place the index card when the minimum is reached, or request that it be given to the person responsible for ordering. A clear adhesive pocket on the front of a cabinet is a good place for people to place the cards when the minimum is reached.  

6. Make it a part of Standard Work to check for the index cards. 

7. Another option is the use of clear storage containers for visibility. Use a marker to draw a line on the container at the point where there is a minimum amount of supplies and an order needs to be placed.