2:51 Mins
Video
Always have the right count.
Tracking & Scheduling
What’s on this page
What’s on this page
Keeping track of supplies coming in and going out is more important than you think.
It can help reduce emergency ordering and provide better forecasting of community needs. In the case of a supply recall, you’ll know exactly where to find those supplies.
What Can Go Wrong?
Click any problem box below and flip the card to see how it impacts your program or the service user.
- Problem -
There’s no pre-built ordering schedule with community agencies.
- Impact -
This can result in the Core NSP needing replacement inventory at a time when they really needed the supplies. It can also lead to a delay in getting needed replacement stock.
- Problem -
Inventory coming in and going out of the warehouse isn’t recorded.
- Impact -
It increases chance of running short on inventory, increasing emergency top ups, and missing order errors.
- Problem -
Past order volumes are not graphed, and forecasts are not checked to assess how accurate they were.
- Impact -
Referring to your graphing and forecasts can help you schedule activities. If your November is always busy, you can plan kit making parties in August so you’re ready.
- Problem -
There's no pre-built schedule.
- Impact -
Ordering, processing and delivery can take more staff time and be less efficient.
- Problem -
Service user transactions are not recorded.
- Impact -
Can lead to missed opportunities for key data that can identify trends and possible needed resources.
- Problem -
A delivery isn’t recorded for several weeks.
- Impact -
You don’t notice that some supplies are below their re-order point, and are missed on an upcoming order.
When you track and schedule the movement of harm reduction supplies, it helps to prevent empty shelves.
Recording in Real-Time
Coming In
Record the supplies being added to your inventory.
Going Out to Community Agencies
Programs record the supplies that are distributed to community agencies.
Record supplies distributed to service users
To support knowing the specific supplies that reflect community need, and identify trends.
2:51 Mins
Tracking & Scheduling
Tracking Supplies
Tracking & Scheduling
What’s in this video
0:12
Learn about the cycle of ordering and why it’s important to record when you add or remove inventory;
1:12
Discover the best way to manage inventory;
1:34
Learn why you should pack supplies for kits from the same lot number;
2:02
See how consistency in recording supplies can help with forecasting orders and meeting future needs.
Downloadable Resources
Document
Tracking Supplies Companion Guide
Document
Scheduling Tip Sheet
Part of being well-organized means scheduling orders and deliveries. This tip sheet provides best practices for you to follow.
Make a schedule with community agencies for order submissions and deliveries!
Ella
- Tracking & Scheduling
After a kit-making session, label the box containing the made kits with the current date, and the lot numbers if possible
Nadia
- Tracking & Scheduling
When kit-making, bundle kits in groups of five or 10 with an elastic band. This makes preparing orders for community agencies easier.
Nadia
- Tracking & Scheduling
