🛒 Purchasing
GearGames - Hardware Procurement Process
info
The purpose of this process is to give a clear guideline to the BO teams, especially IT and GA, when working with the project managers to define and obtain hardware requirements for our employees, either new hires or current employees. It aims at answering the following questions for each of the steps in the process:
- Who is responsible for doing this step?
- When should this step start?
- Where does this step need to be done?
- What do we need to do in this step?
1. Initiating the Procurement
| Who | When | Where | What |
|---|---|---|---|
| IT OR The relevant project manager | As soon as: - The new hire is confirmed by HR OR - The need of purchasing the hardware for a current employee is approved by the relevant director | - If the employee is of a managerial level and above the process must be initiated in a channel/thread between only IT, the relevant project manager, the direct manager, and the relevant director of the employee - If the employee is not of a managerial level the process can be initiated in the relevant #project-ga channel where the direct manager/lead of the employee can also get involved in the process if required | Send the request of procuring the hardware with the following must-have information: - Name of the employee - Role of the employee - Start date (if new hire) OR Needing date (if current employee) - All standard specs of the hardware based on the role - The estimated price of each spec |
2. Selecting Suitable Hardware
| Who | When | Where | What |
|---|---|---|---|
| The relevant project manager | After the request was initiated | Only within the channel/thread where the request was initiated. If during the process we need inputs from other people who are not in the current channel/thread, the project manager needs to take it with the other people in a separate thread. Examples: If the employee is a 3D artist, the project manager should need to get inputs from the 3D art lead and/or the art director. If the employee is an art director, the project manager should need to get inputs from the Director of Art. | Review and select the suitable hardware. Notes: - It’s always recommended that we select the standard specs based on the role - If for any reason the standard specs cannot be selected, the project manager can request suggested alternatives from IT supervised by the director. |
| IT | The standard specs is selected | Only within the channel/thread where the request was initiated. | Move it to the Validating phase |
| IT | The standard specs cannot be selected | Only within the channel/thread where the request was initiated. | Look for alternatives and propose all of them to the project manager. Notes: - All alternatives should come with a clear comparison to the standard specs (both in terms of the estimated performance and price) - The alternatives should not exhibit a significant difference (both in terms of estimated performance and cost) compared to the standard specs For example: The price shouldn’t be doubled; the RAM shouldn’t be half of the validated specs - The information regarding the availability in the market and the delivery time should be mentioned as well for each alternative |
3. Validating
| Who | When | Where | What |
|---|---|---|---|
| The relevant project manager OR/AND The relevant director | After the options were proposed by IT | Only within the channel/thread where the request was initiated. | The project manager can directly validate the procurement IF the selected option is of our standard specs for the role. If the selected option is not of our standard specs, the project manager will discuss with the director to validate the procurement. |
4. Procuring
| Who | When | Where | What |
|---|---|---|---|
| IT | After the request was validated | Only within the channel/thread where the request was initiated. | If the validated hardware is already available in the stock, proceed with issuing it to the relevant employee. Otherwise, inform the GA team to start the procuring process. |
| GA | After being informed by IT | The relevant director-purchasing channel | Search for the best vendor/best price to procure the validated hardware. - If the hardware is available in the market, send the purchasing request to the channel as per the predefined GA process for purchasing hardware - If the hardware is not available in the market, inform IT and the relevant director to discuss alternatives. In this case, it goes back to Step 2: Selecting suitable hardware Note: If the searching process takes more than 3 days without finding a good vendor, GA needs to inform IT and the relevant director right away and should not wait until we have checked with all vendors. This is to make sure we have enough time to discuss alternatives if we have to. |
| GA | Once the purchase is approved by the relevant director | The relevant director-purchasing channel | Proceed with the purchase |