Facilities Guide 2023

Procurement & Facilities Facilities Overview Receiving D365 Purchase Orders Water Shuto Purchase & Expense Purchase Requisitions Purchase Requisitions - Special Orders Work ow Approval Delegation Capital Purchases

Facilities Overview Facilities has changed over the past year and is always evolving so that we may serve you better and utilize our time more effectively. We are a service department and you are the customer. Please contact Facilities if you are having any service issues.

How do I notify Facilities?

Place a detailed work-order in the online work-order system, include photos at the bottom of the work-order, if needed, there is an attachment too.

https://servicedesk.evergreengoodwill.org/support/home Do not place work-orders for the following:

Cart repair if you need wheels replaced, please order on D365 and install in-house; Stores are responsible for the maintenance of their own production tools. We do not weld either, so if you need welding please order a new cart.

Compactor/Baler Issues – send an email directly to: Blankenship Dispatch dispatch@blankenshipequipment.com

Hydraulic Lift Equipment - Place a service request directly on the website with Toyota https://toyotaliftnorthwest.com/goodwill/ Floor Scrubber machine repairs- Place a service request directly on the website with Midco https://www.midcoforklift.com/goodwill HVAC - contact Facilities@evergreengoodwill.org so that we can get the vendor (McKinstry) out to your location, if needed. Doors - contact Facilities@evergreengoodwill.org so that we can get in touch with the vendor for you. Windows – contact Facilities@evergreengoodwill.org so that we can get in touch with the vendor for you. Emergencies

Contact Facilities, call 425-540-6577

Windows - that need to be boarded up immediately for safety/security.

Doors - that need immediate repair.

Fire - call 911 and contact Facilities, AP and your Regional Director after getting 911 started to the location. Flood – turn off the water source immediately, close the impacted area and contact Facilities via phone All managers should know where the water shut off are for main system and toilets; please go over this information with the team and review monthly. P:\Purchasing\EMERGENCY WATER SHUT OFF INSTRUCTIONS -.pptx

Electrical – If you having any electrical issues please contact Facilities via phone. Close the area if necessary or discontinue use of the outlet etc. Do not put yourself at risk. If it is safe to turn off the breaker please do so. Please make sure that all Managers know where the breakers are and what area they are assigned to. If you have an outage in and there does not seem to be any danger (smell, sparks) check for breakers that have shut off and re-set them to on.

Never put yourself, your staff or customers at risk.

Be aware of where essential shut down valves etc. located. Facilities Team members- Debbie Mamallo Director Procurement & Facilities Services debbie.mamallo@evergreengoodwill.org 253-204-0922

Cristin Bissonnette

Facilities Manager

cristin.bissonnette@evergreengoodwill.org 206-571-7530

Nick Gamblin

Procurement Specialist

Nick.Gamblin@evergreengoodwill.org 206-861-3062

Yibarek Awelachw Facilities Tech ll

Jerry Dawson

Facilities Tech ll

Mufteha Ahmed Facilities Tech

Restroom water shut off Instructions

Our locations have plumbing issues quite often. Water damage is one of the most expensive issues that we deal with. In the next slides we will explain how to shut off the water quickly when there is an issue. You are the first line of defense we need your help to help mitigate potential damage until a plumber or technician can arrive.

Identifying the Valve Shut-off at your Location

1.

2.

Most of our toilets operate with a standard valve or a ball valve; these come in ¼ stop or multi stop to control flow of water. The shut off valve components come in a variety of shapes and some have special tool needs to properly open or close. 1. Standard Turn 2. 4-way Water Key Turn 3. Flathead Screwdriver Turn In addition, valve shut off systems come with beauty plates (image 3) in some cases and will need to be twisted or pulled off with a pair of pliers.

3.

Locating Shut-off Valve for your Fixtures

Most of shut-offs for fixtures will be close to the wall and easy to identify. Sometimes, they will be hidden under part of the fixture for protection or look different than traditional valves. Below are some examples of different types of valve locations. NOTE: Urinal Shut Off valves are typically at the handle (image located below).

When do we Shut Water Off?

• Whenever there is a water emergency in which water is overflowing. • As instructed by facilities when there is work to be done. Items to address when shutting off water

• Locate the Shut-off Valve • Determine the need for specific tools • If tools are needed, please order them for future

Supply Codes & Contacts

OM112 4in1 Screwdriver

$5.81

EACH

TOOL

TOOLS Complete Office

204394 4-Way Water Key $8.05

EACH

WATER KEY TOOLS Grainger

If you had to turn off the water it is serious - Contact the following people.

Cristin Bissonnette – 206-571-7530 Debbie Mamallo – 253-204-0922 And send an email to facilities@evergreengoodwill.org

SEATTLE GOODWILL SPECIAL ORDER FORM FOR HHW WASTE PICKUP SERVICE

Attention: Customer Service Ph: 253-639-4240 Email: DI@cleanharbors.com

cc: Patty Keene: keene.patricia@cleanharbors.com

Account Representative: Generator: Site Address:

Patty Keene Goodwill

(Multiple Locations)

Site Contact: Dawn Ridgway Telephone: (206) 631-8454

14500 15th Ave. NE, Shoreline WA, 98155

Shipping Waste Profiles: Mark w/ X if PU is needed Waste Stream Description

BIN QTY Special Notes

FIREWORKS MERCURY THERMOSTATS ALKALINE BATTERIES LEAD ACID BATTERIES LITHIUM BATTERIES NI-CAD BATTERIES, DRY MATCHES/LIGHTERS

X

One

X

One

COMPUTER MONITORS/ELECTRONIC EQUIPMENT

X

PROPANE CYLINDERS (camping and BBQ)

Two

COMPUTER EQUIPMENT

X

AEROSOLS PAINT CANS

LATEX AND OIL BASED

X

HOUSEHOLD CHEMICALS(IE: Bleach, cleaners)

Five

GASOLINE

X X

FLUORESCENT LIGHT TUBES COMPACT FLUORESCENT BULBS

One

Eight

MISC BULBS

X

EQUIPMENT TO BE DRAINED OF FUEL

Two

Additional supplies / instructions / new waste streams for profiling etc:

X

Flammables

Seven

Receiving D365 Purchase Orders

1. Log into D365 Operations & Finance 2. From the left column of options go into the purchase orders (POs) a. Click Modules b. From Modules, click on Procurement & Sourcing c. From Procurement, click on the drop down PURCHASE ORDERS d. Click on All Purchase Orders 3. Using filters on the top of the table, find your PO to receive a. For ease of filtering add a column that indicate SITE

i. Click on the 3 ellipses at the far right of the table and click INSERT COLUMN. From there a box will pop up with the various columns you may add to the table. ii. Make sure to save this setup under My View* which is located at the far left of your screen in D365 (You also need to save each time you adjust your view) 1. TIP: You can add more than site. You can also add “ WAREHOUSE ” or “ STATUS ” for further filtering

4. Click on the Blue PO # to be taken to the PO page 5. Alone the top bar of the page, click on RECEIVE. This will trigger a drop down menu 6. From the drop down menu, click PRODUCT RECEIPT under the generate group 7. Fill Out the Pertinent details for this box a. Product Receipt = Packing slip or Invoice number followed by – R (ex: 123456 R) b. Document Date = Date that the packing slip or invoice has (if D365 will not accept that date you can use that day’s date instead) c. If you have multiple items on a PO, scroll down to the line details and receive in ONLY what you got. i. In the receiving box, there are 2 more areas at the bottom called LINES and DETAILS: please click on LINES to view your items line by line

ii. For Backordered Items: If there is something that did not arrive in the shipment, please do not receive it in the system. Please change the quantity based on what was received.

8. Click Ok 9. Once processed, you are complete!

*PLEASE NOTE: You should not be seeing back orders from vendors. If you do, please notify Purchasing immediately with the vendor name, item number, and PO #*

Photo Examples for Line 3 (how to use filters)

Microsoft Dynamics 365

Purchase Requisitions

Updated 8/18/2023

1

What is Microsoft D365?

Microsoft D365 is an enterprise resource planning and customer relationship management application that Seattle Goodwill has converted to starting on October 1 st , 2019. This application will allow us to:

• Optimize our workflows • Adapt to business needs • Manage business processes • Empower people to work together

2

Objectives

In this training, you will learn how to:

1. Log in and navigate through Microsoft D365 2. How to order supplies including standard catalog and special orders.

3

Table of Contents

Topic

Page Numbers

Topic

Page Numbers

Log In

5

Non-New Goods Packing Slips & Invoices

43

Navigation

6

Approval Delegation

44-46

Purchase Requisitions

22-30

Resources & Change Agents

47-48

Purchase Requisitions- Special Orders

31-34

Purchase Requisitions- Approvals

35-37

Purchase Requisitions- Editing a Rejected Purchase Requisition

38-42

4

The Login Screen

Username: Your regular Windows login ( name@seattlegoodwill.org ) Password: Your regular Windows password 5

Navigation

Home screen for most staff • Available modules are easily accessed in the navigation pane. • You can search for topics in the search bar • Views will change based on role with in the organization and your department

6

Changing your view

You can change your view in any module from Grid, Grid, Group by Category, Group by date, Group by project

In the module you are working in, click Change view.

Note: You can only change from Grid to Details view if you are in a current expense report or purchase requisition.

7

Changing your view

Grid view- Purchase Requisitions

Details view- Purchase Requisitions Preferred view to be able to see all details

8

Purchase Requisitions

Access the Procurement and Sourcing Module by clicking on the Navigation Pane

Click on Purchase requisitions prepared by me

Click on Procurement and Sourcing

9

Purchase Requisitions

Purchase Requisition Home Screen

10

Purchase Requisitions

Click +New

Name: Enter the Name of the order Example: Supplies Order 9/22/19 Click OK

11

Purchase Requisitions- Adding Items

Follow these steps for each line item:

Click +Add Line Item Number- Use the drop down to select the item you need. You can enter in the item number if you have it as well Quantity- Change the quantity to how many units you need.

12

Purchase Requisitions- Line Details

Use the down arrow on the right hand side of the pane in the Line details section to open the line details options Click Financial Dimensions Check the Department Use the down arrow to change the department Location Use the down arrow to open the location list and chose your location

13

Purchase Requisitions- Line Details

Use the down arrow on the right hand side of the pane in the Line details section to open the line details options Click Inventory Dimensions Use the drop down arrow to open the site list and chose your location. Note: Site location is the delivery location for each item

14

Purchase Requisitions- Adding Items

Once all items for the line have been added:

Click Save (Top Navigation Bar)

Click +Add Line to add another item to the order & follow instructions above

15

Purchase Requisitions

Note multiple vendors in a single order

16

Purchase Requisitions

Click Save Click Workflow

Purchase requisition review window will appear Note Order cost will

also appear Click Submit

17

Purchase Requisitions

Final Purchase requisition review window Click Submit

18

Purchase Requisitions- Reviewing

Purchase Requisitions home page

Purchase requisitions prepared by me showing

19

Purchase Requisitions – Special Orders Special orders are for items that are not in the catalog or in D365.

Create a New Purchase Requisition

Under Name - Title it Special Order Your location and today’s date. Example: Special Order- Ballard 9/26/2019 Click OK

20

Purchase Requisitions – Special Orders

Click the down arrow for Procurement Category Expand the Supplies Category Chose the correct Category for the item you are ordering Click OK

21

Purchase Requisitions – Special Orders

Product Name: Enter in a brief but clear description of what you are requesting Quantity- Enter in the quantity you are ordering Unit- Use the drop down to chose the unit of measurement type Line Details

Financial Dimensions: Check the Department Use the down arrow to change the department Location

Use the down arrow to open the location list and chose your location Inventory Dimensions : Site: Use the drop down or enter in your location Note: Price and vendor information will be filled in once the item has been

procured. Click Save

22

Purchase Requisitions – Special Orders

Click Workflow Note the Requisition amount is $0.00 Click Submit The Special Order Requisition will follow the normal approval workflow. However, Purchasing will procure the item and fill in the price and vendor information. They will then resubmit the requisition to your approver for final approval.

23

Purchase Requisitions - Approvals Approvers: You will get an email request to approve an expense or purchase requisition that is assigned to you. Please make sure you are approving expenses and purchase requisitions within 48 hours of receiving them.

From your computer: Click the Approval link in the email

You can also access any items that need approving from your D365 home screen under Work Items assigned to me .

24

Purchase Requisitions - Approvals

Click on the ID for the item you want to approve

25

Purchase Requisitions - Approvals

Review the expense or purchase requisition Click Workflow Click Approve to approve the expense or purchase -OR Click Reject to send the expense or purchase requisition back to the originator for edits Under Comments - Note the reason why the expense or purchase requisition was rejected. Note: If you reject an expense or purchase requisition, the originator will go through and edit it and then send it back through the approval workflow Best Practice: Send the originator an email saying you have rejected their expense or purchase requisition and why.

26

Purchase Requisitions: Editing a Rejected Requisition

If requisition is rejected by your approver, it will be sent back to you to fix. You may not get an email about it, but it will be in your D365 home screen under Work Items Assigned to Me.

Click on the Record Returned link

Note: If an expense or purchase requisition is rejected, the originator will go through and edit it and then send it back through the approval workflow.

27

Purchase Requisitions: Editing a Rejected Requisition

Click on the Returned Record to review and edit it. Note the subject line

28

Purchase Requisitions: Editing a Rejected Requisition

Click Edit to open the requisition lines up

29

Purchase Requisitions: Editing a Rejected Requisition

Click on the line you need to edit Make your changes Click Save

30

Purchase Requisitions: Editing a Rejected Requisition

Click Workflow Click Submit

Your Purchase Requisition will now go back to your approver

31

Non- New Goods Packing Slips & Invoices

Packing slips and invoices for non-New Goods items need to be submitted to accounting on a daily basis. This will help ensure that paperwork is not misplaced and all vendors are paid in a timely manner. Please place any signed packing slips and invoices in to an interoffice envelope by closing and send to Accounts Payable. • Stores: Good practice is to drop all packing slips and invoices in the cash room and have the closing team send them out in a separate envelope from your sales audit paperwork • All departments: Good practice is to sign and submit your packing slips or invoices once you receive your order or a service is completed.

New Goods packing slips and invoices- Please follow the standard procedures for New Goods paperwork.

32

Approval Delegation

If you are an Approver and will be on vacation or out for more than a couple of days, you need to Delegate your Approval access.

Click General Click Delegates

From the Navigation Pane :

Click Modules Click Expense management

33

Approval Delegation

If you are an Approver and will be on vacation or out for more than a couple of days, you need to Delegate your Approval access.

Click General Click Delegates

From the Navigation Pane :

Click Modules Click Expense management

34

Approval Delegation

Use the drop down menus to update the following: Delegate- Chose Your Name Employee- Chose the person you are delegating your approval process too Start & End Dates: Use the calendar to chose your start and then

Click New

end dates Click Save

35

Resources- Who to turn to for help

D365 Access issues: IT help desk ticket

Purchasing related questions: Purchasing Manager

Expense related questions: Accounts Payable Team

Other concerns: Change Agents

36

Change Agents

Department

Change Agent

Donations

Michael Baker

E-Commerce

Joey Barlowe & Mara Carter

Facilities, IT, & Accounting

Debbie Mamallo

HR

Raj Vhan

JTE

Huan Do

Marcom

Simone Gates-Wiggins

Ops

Gina Anable

Philanthropy

Frances Mylet

Retail Stores

Shelly Paulson

37

D365 Purchase & Expense Requisitions

Purchase Order Receiving

Purchase Order Receiving IMPORTANT FACTS:

• After a purchase requisition has been approved, the purchasing department will generate a purchase order for ordering with the vendor. When shipment arrives, you will need to receive it into D365.

• When your shipment arrives, be sure to pull the packing slip or invoice aside. You will need these documents for receiving. • These documents will give you details of all items you are about to receive in D365 including, but not limited to, the purchase order number.

• You can use the packing list to note important information such as shortages, overages, damages and back-orders (Work in Process – Progress Billing).

• Please note that when looking at Purchase Order numbers on packing slips, some vendors will add a 1 or 2 to the end of Goodwill PO (ex: 022456-1 OR 0224561) or drop the first 0 (ex: 022456)

• Most vendors specify Evergreen Goodwill (EGW) PO numbers on their packing lists or invoices. These set of numbers will facilitate the receiving of goods or services (Samples next slide.)

Purchase Orders Receiving- Packing List vs Invoice • You can use either the Packing List or Invoice to attach when receiving a PO. • Packing lists do not typically have prices and/or costs noted on them. • An Invoice will have the cost break down including the unit cost, total cost, taxes and freight. Packing List Invoice

• If a packing slip is missing, email APInvoice@evergreengoodwill.org and they will send a copy of the invoice to use for receiving. • A member of the leadership team needs to sign off on the documents prior to receiving in D365. • Once completed, scan the document and title it to match the PO or Invoice Number and company name so you can find it easily.

Purchase Orders Receiving- Service/Work Orders vs Service Invoices

Service Work Order

Service Invoice

• You can use either the Service/Work Order or the Service Invoice to attach to your Requisition. • Service/Work Order typically do not have costs noted on them. • Service Invoice specifies total cost of the services, plus any materials cost. • If a Service/Work Order is missing, email APInvoice@evergreengoodwill.org and they will send a copy of the invoice to use for receiving.

• A member of the leadership team needs to sign off on the documents prior to receiving in D365

• Once completed, scan the document and title it to match the service date and company name so you can find it easily.

Tips for Finding Purchase Orders • In the purchase order screen, you can filter down information more efficiently by adding columns of information • Adding a “Warehouse” column will help drill down orders that you personally have placed

• To Do this, you will go to your purchase order screen and scroll all the way to the right hand side of the screen. • From there, you will see an icon with three dots. Click it for a drop down menu that has the option to “insert column” • Once you click this, you will be given a box of options to choose from for adding. Find the “Warehouse” option • Once you have checked this, you can click update and it will now show you which location requested the PO • On the left hand side of each column header is an icon you can click and hold to move columns around. Moving the requester to right after the Purchase Type will help you filter better when looking for POs

Purchase Orders Receiving Receiving a Purchase Order

1. Locate the PO number on the packing list/invoice. 2. Log into D365. From the home page, use the search bar to type “All Purchase Orders”. This will bring you to the list of POs . 1. Follow the “creating a favorite” instructions to save as a favorite 3. PO selections will open. 4. Place your cursor on the Purchase order column to open the filter & type PO number. 1. Be sure to select “contains” in the filter set up 5. Click on the blue underlined PO Number to open the PO you need to receive.

Purchase Orders Receiving Cont’d 6. Within PO itself, click the “Receive” button and new sub-menu will appear.

7. Click on Product receipt under the sub menu “Generate” 8. A new window will open with a Current Quantity message box. Click “Yes”. 6. Click Do not tell me again to stop this pop up message from appearing again 9. Enter the Packing Slip or Invoice number followed by an “-R” on the Product Receipt field. This will indicate it has been received.

10. Enter the date you received the product under “Product receipt date”.

11. Enter “Document date” from packing list or invoice.

Purchase Orders Receiving Cont’d How to verify your attachments:

• The paperclip icon will indicate how many attachments you have on the PO.

• You can click this icon to open and review your attachments.

Approve Purchase Requisition

1.

Expand the Work items assigned to me section.

2. THIS is an optional shortcut to quickly get to items needing your attention (Expense reports also show up here). 3. Go to Procurement and sourcing > Purchase requisitions > Purchase requisitions require my action > Purchase requisitions assigned to me.

4.

In the list, click the link in the selected row.

5.

Validation: 'Review Item Details'.

Does Item, Quantity, and Vendor make sense from your POV as manager?

6. Expand the Line details section. It’s best to review these tabs RIGHT to left due to way these auto-populate.

7.

Click the Inventory dimensions tab.

8. Verify Site and Warehouse are correct. (NOTE no warehouse option available on non-catalog items).

9.

Click the Financial dimensions tab.

10. Click the Address tab. Very important to confirm address: this is where product will be shipped. D365 will auto-populate address based off SITE, but always confirm.

11.

Click the Details tab.

12.

Click the General tab.

13.

Click the Item tab.

14.

Click Workflow to open the drop dialog.

15.

Click Complete.

16.

Click OK.

Purchase Requisitions – Special Orders Special orders are for items that are not in the catalog or in D365.

Create a New Purchase Requisition

Under Name - Title it Special Order Your location and today’s date. Example: Special Order- Ballard 9/26/2019 Click OK

1

Purchase Requisitions – Special Orders

Click the down arrow for Procurement Category Expand the Supplies Category Chose the correct Category for the item you are ordering Click OK

2

Purchase Requisitions – Special Orders Product Name: Enter in a brief but clear description of what you are requesting – Please add an accompanying item number from the vendor website if possible. Quantity- Enter in the quantity you are ordering Unit- Use the drop down to chose the unit of measurement type Line Details

Financial Dimensions: Check the Department Use the down arrow to change the department Location Use the down arrow to open the location list and chose your location Inventory Dimensions : Site: Use the drop down or enter in your location Note: Price and vendor information will be filled in once the item has been procured. Click Save

3

Purchase Requisitions – Special Orders

Click Workflow Note the Requisition amount is $0.00 Click Submit The Special Order Requisition will follow the normal approval workflow. However, Purchasing will procure the item and fill in the price and vendor information. They will then resubmit the requisition to your approver for final approval.

4

Workflow Approval Delegation

1.

Top right Hand corner select setting gear

2.

Go to User options.

3.

Click the Workflow tab.

4.

Expand the Delegation section.

5.

In the Delegate field, enter or select a value.

6.

Open Name column filter.

7. Enter a filter value of "Debbie" on the "Name" field using the "contains" filter operator.

8.

In the list, click the link in the selected row.

9.

In the End date/time field, enter a date and time.

10.

In the Delegate field, enter or select a value.

11.

Close the page.

12.

In the End date/time field, enter a date and time.

13.

Select the Enabled check box.

Overview The policy set forth in this document establishes standards and guidelines for the procurement of all capital supplies, equipment, construction and services to ensure that they are obtained as economically as possible through an open, ethical and competitive process. The procedures outlined in this document apply to all capital purchases made by Evergreen Goodwill. This document also addresses Agreements and Contracts that are outside the scope of Capital Purchases.

Every Capital purchase must follow the same guidelines. Simple Definition of Capital Purchase:

Capital Purchases are defined as real property and related improvements, furniture, fixtures, equipment and having a useful life of more than one year and a delivered cost of more than $1,000 ($500 in the case of computer equipment and software). Please consult with the Director Procurement and Facilities Services if you have questions.

There are scenarios that apply to Capital Purchases please see below:

Approved Capital Project – Funded No vendor established

Project Manager initiates the process with an email to Director Procurement and Facilities Services. An RFP will be created by the Procurement Team if it is determined that this is the proper course of action.

$1,000 - $4,999 – 1 quote/or acceptable form of research. $5,000 - $24,999 – 2 quotes/or acceptable form of research. $25,000 and above – 3 quotes/or acceptable form of research. Sole Provider no RFP required.

Cost analysis/price is forwarded to Capital Project Manager. Capital Project Manager accepts/decline the proposal. If the proposal is accepted, a Purchase Requisition is created by the Procurement Team - the D365 workflow process is initiated at that point. After all approvals are completed through the workflow process, the Purchase

Order is completed and the PO is sent to the vendor. This process should be completed within 3-4 weeks.

2/10/2021

Approved Capital Project – Funded

Vendor established (preferred vendor)

Capital Project Manager initiates the process with an email to Director Procurement and Facilities Services. Purchasing Department provides a cost analysis/price for the Capital Project Manager. Capital Project Manager accepts/decline the proposal. If the proposal is accepted, the Purchase Requisition is created by the Procurement Team - the D365 workflow process is initiated at that point. After all approvals are completed through the workflow process, the Purchase

Order is completed and the PO is sent to the vendor. This process should be completed within 2-3 weeks.

Approved Capital Project - requiring additional Funding

VP makes the request via email directly to the COO and copy Director Procurement and Facility Services no exceptions.

Capital Project – Not Budgeted/Funded

VP makes the request via email directly to the COO and copy Director Procurement and Facility Services no exceptions.

Capital Project – Cancelled

If any Capital Projects are no longer needed, the Capital Project Manager will inform Director Procurement and Facilities Services. All funds will be recaptured and credited to the Capital Expenditure Fund.

Agreements and Contracts

The Stakeholder initiates the process with an email to Director Procurement and Facilities Services. An RFP will be created by the Procurement Team if it is determined that this is the proper course of action.

2/10/2021