Organising A Delivery
If you’re managing a project it’s very likely you will have deliveries to organise. They may be full 19-inch racks or smaller items, but here are some of the things to think about:
What does ‘delivery’ mean? Exactly what is being delivered and exactly when?
How many separate boxes will it all arrive in?
Will it include all connecting cables and leads? What fittings or plugs will they have?
Will it include all the parts, cards, chips, etc. or will these follow on?
Exactly where will this be delivered to? Be clear about the address bearing in mind that the Goods -In or Receiving department may have a different address in another street e.g. at the back of the building. It may even have a different postal code (relevant in the UK). Also be clear on the name it will be addressed for the attention of. It’s best to use the name of someone actually based at that site. If none of your team are based there ask the Facilities or Receiving teams if you can use one of their people’s names. If you do this make sure you keep them up to date - your delivery may be super important to you, but at the bottom of their priorities.
Does time in the loading dock need to be booked? What kind of vehicle will the equipment be delivered on?
How big/heavy is the package as it arrives in the building? What kind of truck will be required to move it around the building? Can it even be handled by one person on their own? Remember, everything is bigger and harder to handle when it is in it’s packaging.
How will the equipment get transported from the vehicle to where it will be needed or where it will be stored until it’s needed?
Is it more efficient to have multiple devices delivered to a central site and then the project team distribute them or for the vendor to deliver to separate sites? This can be tricky to answer and you will need to consider all the factors involved. Think also about whether you will need to prepare devices at some central location before distribution. If some sites are across international borders then it may be best to let the vendor handle the shipping and the associated paperwork.
Remember, delivery does not mean it will be ready for use.
How will you check that what has been delivered is what was expected and undamaged? Who will do this and when?
Check with the vendor where the delivery will be coming from. If the equipment needs to cross an international border then customs processes (and delays) may be required. Sometimes the vendor will have stock in-country and sometimes they may need to import an item if they don’t have stock in-country.
Does the vendor even have stock right now / will they have stock at the target time in the future? If getting hold of an item is likely to be difficult it may be best to get it delivered as early as possible even if you have to pay for it earlier too. However, …
Early delivery can raise additional questions:
Where will the goods be stored until they’re needed? Will they be safe and not get lost or forgotten?
Will resource be available to check that what was delivered was correct? If it’s the wrong equipment or damaged you won’t want to find out the day you plan to have it installed.
When will the vendor expect payment? If they have chosen to deliver early because they want payment early you should consider whether that suits you and your financial team.
Will the equipment be out-dated by the time you need it.
Note that if the vendor will prepare equipment for your specific needs before shipping it to you then they may regard it as being ‘delivered’ from a bookkeeping and payment point of view from the moment they start that work and not the date the equipment actually arrives at your site. If you were to cancel the project you may still have to pay for equipment you haven’t received if it has been customised for you already.
However, early delivery can be a good thing:
Once it is delivered (and checked) you know where it is and that you will have it when it’s needed (no risk of it going out of stock).
Avoid things being delivered later than planned.
Obviously, you won’t be able to use it until it has arrived nor will you be able to do any work that depends on it.
Delays can snowball - when will the resources you have booked to work on it next be available? You should allow some contingency time in your plan. A unit may be delivered only one day late, but it may be another two weeks before you can get the people back in to install it.