Library: Policy

OKDHS:2-21-2. Warehousing and distribution

Revised 5-1-14

(a) Responsibility. Consumable supply items and forms are received and stored at the Oklahoma Department of Human Services (DHS) Support Services Departmental Services Unit (DSU) Supply Warehouse. The online supply ordering system provides DHS offices with current information regarding available items. Consumable supplies and publications are issued to DHS locations statewide after a requisition is submitted via the online supply ordering system.

(b) Supply information system. All consumable supply data and tracking information are contained in the DSU Supply Warehouse information system. The information system is programmed to issue items in the same quantity as shown on the online supply ordering system.

(c) Online ordering system. Publications and office supplies may be ordered via the online ordering system until 12:30 p.m. daily. When the supply ordering system is not exited by 12:30 p.m., the system deletes the order.

(d) Access to system. A DHS finance system user identification (ID) is required to access the online consumable supply ordering system.

(1) The employee completes Form 10SC001E, Request for AS400 Access, for Financial Services access approval.
(2) The person administratively responsible for the DHS location submits a memo, fax, or email to the DSU Supply Warehouse supervisor that contains the employee's:
- (A) user ID number;
- (B) location number; and
- (C) authorization to order:
  - (i) office supplies and publications;
  - (ii) diapers and formula; or
  - (iii) items listed in (i) and (ii).
(3) The DSU Supply Warehouse supervisor approves access to the online consumable supply ordering system based on the authorization.

(e) Consumable Supply Handbook. The Consumable Supply Handbook, located on the DSU Supply Warehouse InfoNet page, contains additional information regarding consumable supplies and other services offered by the DSU Supply Warehouse.