STANDARD OPERATING PROCEDURE (SOP) ORDERING OF BRANDED CPUT CONFERENCE ITEMS FROM MCD 1. PURPOSE The purpose of this SOP is to provide a clear and standardised process for CPUT departments and units to request and obtain CPUT-branded conference and event items from the Marketing and Communication Department (MCD). The procedure ensures that orders are properly authorised, funds are available, stock is managed effectively and branded items are issued in a controlled and efficient manner.
2. SCOPE This SOP applies to all CPUT departments, faculties, units and staff members requesting branded conference items from MCD for: • • • • • •
Conferences Seminars Workshops Meetings Institutional events Other approved CPUT-related activities
3. AVAILABLE BRANDED ITEMS MCD maintains stock of selected CPUT-branded conference and event items, subject to availability. Available items include: Item A5 Branded Notepads A4 Branded Notepads CPUT Conference Folders CPUT Lanyards MAXI Gift Bags MIDI Gift Bags
Description CPUT-branded A5 notepads CPUT-branded A4 notepads CPUT-branded conference folders CPUT-branded lanyards CPUT-branded large gift bags CPUT-branded medium gift bags
Item MINI Gift Bags Conference Name Badges CPUT Name Badge Inserts CPUT Branded Pens
Description CPUT-branded small gift bags Name badges with safety pins Branded inserts for conference name badges CPUT-branded pens
Please note: All items are subject to stock availability. Availability must be confirmed before an order is submitted. MCD cannot be held responsible for disappointment or delays resulting from items being out of stock.
4. PROCEDURE FOR ORDERING Step 1: Check Stock Availability and Request Forms The requesting department must email: Kay-Lynn Le Grange Email: bassonk@cput.ac.za to: • • •
Request the General Ledger Journal and Order Form; Confirm the required items and quantities; and Check current stock availability.
Departments are strongly encouraged to check stock availability before making final arrangements or commitments to event participants or suppliers. Step 2: Complete the Required Forms The requesting department must complete: 1. The Branded Conference Items Order Form, including quantities required; and 2. The General Ledger Journal for the applicable cost. All information must be completed accurately to avoid delays. Step 3: Obtain Authorisation Before submitting the request to MCD, both forms must be appropriately authorised by: • •
The relevant Head of Department (HOD); and The Finance Department, where applicable.
The General Ledger Journal must also be signed by the department’s Budget Controller at Finance to confirm the credit check and approval of the relevant cost centre. MCD will only process orders once the required documentation and approvals have been received.
Step 4: Submit the Approved Order The approved: • •
General Ledger Journal; and Order Form
must be emailed or hand-delivered to MCD for processing. Submission details are provided on the Order Form. Step 5: MCD Processes the Order MCD will process the request based on: • • • •
Approved documentation; Stock availability; Quantities requested; and The required lead time.
MCD will notify the requesting department by email regarding: • •
Confirmation of stock availability; and When the order is ready for collection.
5. LEAD TIME AND COLLECTION The following requirements apply to all orders: 5.1 Minimum Lead Time Orders must be submitted at least three (3) working days in advance. Departments are encouraged to place orders as early as possible, particularly for large conferences and events. Last-minute requests may not be accommodated and could result in disappointment. 5.2 Collection Responsibility The requesting department is responsible for arranging the collection of all ordered items from MCD. MCD does not provide delivery unless specifically agreed beforehand. 5.3 Collection Days Items may be collected from MCD on: Tuesdays and Thursdays only. Departments should ensure that an authorised staff member or designated representative is available to collect the order.
5.4 Uncollected Orders Orders will be retained for a maximum of five (5) days, unless an alternative arrangement has been agreed with MCD in advance. If an order is not collected within the agreed period: • • •
The order may be cancelled/forfeited; Items may be returned to general stock; and The department will be required to submit a new order should the items still be required.
6. IMPORTANT INFORMATION Departments are requested to take note of the following: • • • • • • • • •
All items are subject to stock availability. An order is not guaranteed until MCD has confirmed availability. Departments must check availability before submitting event-related commitments. Orders require a minimum of three working days’ notice. Last-minute requests may not be accommodated. Departments are responsible for collecting their orders. Collection takes place Tuesdays and Thursdays only. Orders are retained for a maximum of five days, unless prior arrangements have been made. MCD reserves the right to limit quantities where stock levels are insufficient or demand is exceptionally high.
7. TRANSFER OF FUNDS Once the requested items have been collected, MCD will submit the authorised General Ledger Journal to the Finance Department to facilitate the transfer of funds from the requesting department’s approved cost centre. The requesting department must therefore ensure that: • • •
The correct cost centre is provided; Sufficient funds are available; and The General Ledger Journal has been properly authorised before the order is submitted.
8. RESPONSIBILITIES Requesting Department The requesting department is responsible for: • • • • • • • •
Planning requirements in advance; Checking stock availability; Completing the Order Form and General Ledger Journal; Obtaining all required approvals; Providing accurate quantities; Ensuring sufficient funds are available; Submitting approved documentation to MCD; and Arranging collection of the items.
Marketing and Communication Department MCD is responsible for: • • • • • •
Managing available branded conference-item stock; Advising on stock availability; Processing approved requests; Preparing confirmed orders for collection; Communicating collection readiness to departments; and Submitting authorised General Ledger documentation to Finance for the transfer of funds after collection.
9. CONTACT For stock enquiries, Order Forms and General Ledger Journals, please contact: Kay-Lynn Le Grange Marketing and Communication Department Email: bassonk@cput.ac.za
Compiled by: Cathy Cloete Marketing and Communication Department Cape Peninsula University of Technology