Using quartzy new

Quartzy is the primary tool for all ordering activities within the lab. Each ordered item undergoes a life cycle, starting with the request and ending when it’s placed in its designated location. Quartzy serves the following key purposes in our lab:

1. Centralized Purchase Request Organization: We use Quartzy to consolidate and organize all our purchase requests in one location. This ensures visibility for all lab members.
2. Efficient Communication Hub for Ordering: Quartzy acts as our central communication platform for ordering. As such, all communication, paperwork, and relevant annotations pertaining to ordered items should be updated within Quartzy.
3. Real-Time Budget Tracking: Quartzy facilitates real-time evaluation of our spending against the budget.
4. Inventory Management: Quartzy also plays a crucial role in inventory management. It lists all ordered items that have arrived in the lab, helping us keep track of our supplies and equipment.

Q: Can I add a new purchase request (PR)?

A: Yes, anyone with a user account in Quartzy can do so. If you don’t have a user account, please get in touch with Oded Kruchik (the lab manager) or Albert Gidon.

Q: Is there a way to order without Quartzy?

A: No. All the orders must be done with Quartzy.

Q: What are my responsibilities when I add a new PR?

A: Before creating a new PR, please ensure that:

1. The requested item is not already in the lab.
2. The item is not already ordered (and found in Quartzy).
3. You have conducted proper market research to save costs if possible.

Q: What are the steps to post a PR?

A:

1. Choose your item from the supplier list (below). The supplier list consists of the companies that HU works with, and ordering from them speeds up the process for everyone.
2. Provide an accurate item title that matches the description on the supplier’s website, including any unique identifiers if available. Generic names are not allowed.
3. Fill in all the necessary details in the “Request” section of the Quartzy form, following the example provided.
4. Use the CAS number in the Quartzy Note when referring to a specific chemical.
5. For other item types, refer to previous purchase requests for guidance.

Q: Who can approve my PR?

A: Your supervisor is responsible for approving your PR. The lab manager will only consider the request if it is approved.

Q: What does it mean to approve a PR?

A: The person who made the request should present a case to the approver explaining why it’s the item is needed.

Q: Where can I check the status of my PR?

A: First, review the Quartzy comments, as the lab manager may provide relevant information there. Then, look at the Quartzy PO field for a PR number assigned by the lab manager after ordering. Finally, visit the provided link [TODO::put link here] to find your order using the PR number. The link will be updated on Monday once a week.

Q: Can I submit an “urgent” PR, and what does it entail?

A: Urgent PRs are special status requests that anyone can submit, but they must include a specific date for prioritization by the lab manager. Keep in mind that urgent PRs come with added responsibility because they won’t be checked by the lab manager before ordering.

Q: How can I expedite the processing of my PR?

A: Using the supplier list (below) is highly recommended, especially for urgent orders, as it streamlines the process.

Q: What should I do if there is a delay in my PR after it was ordered?

A: Delays in ordering can occur for three main reasons:

1. The request is “Approved” but not yet “Ordered” within the lab.
2. The request is approved but lacks a PR number in the notes from Humboldt.
3. The request is approved and includes a PR number in the notes for the supplier.
4. In case of a delay, please contact the relevant source to address the issue.

Q: How and what should I communicate using Quartzy?

A: Use the “@” symbol to mention all relevant individuals in the comments of your Quartzy PR. They will receive an email notification about your note. In cases where the PR is unclear, the lab manager may provide specific feedback in the comments or request a direct conversation with you with a “come see me” comment.

Q: What if the lab manager is unavailable, and I have an urgent PR?

A: If the lab manager is unavailable due to an extended absence, only “Urgent” requests from the supplier lists will be processed. Albert or Julia will handle these requests, and you should reach out to them directly for assistance.Here’s an edited version of the Q&A for clarity and ease of reading: