Ordering Supplies Process Flow Chart
Order Supply List
Generated
Timeline
Generated during semester
template meeting and defined
during session template meeting
Goals
 Faculty submits order supply
form to Simulation Program
Coordinator (SPC)
 SPC works with Faculty to
determine supply needs
 SPC sends budget to
Administrative Coordinator to
price out, determine product
availability or substitute;
returns updated budget form
to SPC
 SPC sends budget to faculty for
approval
 Faculty checks, updates and
approves; Faculty submits
approved budget to SPC
 SPC sends approved budget to
Administrative Coordinator for
ordering (cc’ing Faculty)
Suggested Attendees
- Faculty
- Simulation Program Coordinator
- Administrative Coordinator
Ordering
Supplies
Timeline
No less than 4 weeks before
simulation session
Goals
 Administrative Coordinator
processes requisition of orders
through ASCENT
 Director of Operations
approves requisition
 Administrative Coordinator
informs SPC by email when
order is submitted, provides
expected date of delivery and
notifies when items are on
back order
 Simulation Program
Coordinator monitors timeline
management
- Admin Coordinator & SPC
MUST also notify Sr. Simulation
Program Coord. if supplies do
not arrive within 1 week prior
to program start date or any
other major issues arise
Suggested Attendees
- Faculty
- Simulation Program Coordinator
- Administrative Coordinator
If issues arise:
- Sr. Simulation Program Coord.
Supply Supply
Arrival & Set-Up
Pick-up
Timeline Timeline
Arrival: 2-4wks after budget is Between 1 day to at least 1 hour
approved & ordered* before program begins*
Pick-up: Within 2 days of arrival Goals
Goals  Simulation Program
Coordinator final checks
 Administrative Coordinator
supplies
informs Simulation Program
 Simulation Program
Coordinator of supply arrival
Coordinator set-up supplies in
by email
proper location
 Administrative Coordinator
 Faculty & SPC sign off Walk
reviews supply form of
Through Checklist
received items
 SPC checks supplies, signs
form, picks up and stores Suggested Attendees
supplies
- Faculty
- Simulation Program Coordinator
Suggested Attendees
- Faculty
- Simulation Program Coordinator
*Subject to change upon room
- Administrative Coordinator
availability
*Subject to change upon product
availability and Jefferson’s
loading dock delivery schedule

Semester Simulation
Template Meeting
Timeline
Before the start of the
semester
Goals
 Faculty submits
completed Simulation
Program Template
Form(s) to SPC (cc’ing Sr.
SPC)
 Discussion of simulation
set-up needs for the
semester
 Determine equipment,
model and supply list/
budget
 Room Request/Utilization
Review – SPC sends room
request/review to Admin
Coord. (cc’ing faculty & Sr.
SPC)
 Final Simulation Program
Template Form updated,
documented and shared
by SPC
Suggested Attendees
- Faculty
- Sr. Simulation Program
Coord.
- Simulation Program
Coordinator
- Administrative
Coordinator
Template Meeting Process Flow Chart
Simulation Walk Day of
Session Through/ Simulation Evaluation
Template Set-Up Session
Meeting
Timeline Timeline Timeline Timeline
Minimum 4 weeks prior to Day before simulation Actual simulation session
simulation session session* 1-2 days after simulation
session OR post semester
Goals
Goals Goals Goals
 SPC arrives 30 minutes
 Discuss/Follow up on  Faculty gives feedback
 Check room set-up: before session and stays
simulation set-up by submitting an
equipment and supplies available 30 minutes into
 Update Simulation  Faculty & SPC sign off
evaluation form
the session
Program Template Form provided by the SPC
Walk Through Checklist  Faculty will contact
and budget as needed  Faculty submits
form through text/call the SPC
 Follow up on simulation evaluation form
- SPC emails copy of Walk during the session as
supplies (see Ordering
Supplies Process Flow Through Checklist to needed
Chart) faculty and Sr. Simulation  Faculty will contact SPC
Program Coord.
 Faculty to place AV &/or through text/call for
 (Timeline: no more than 1
Room Maintenance* storage of specialized
(Custodial) order through week after end of items
respective department. program)
*request MUST include Suggested Attendees
reset to default room set- Suggested Attendees
up after program ends
- Faculty
Suggested Attendees - Faculty - Simulation Program
- Simulation Program Coordinator
Coordinator
- Faculty
- Sr. Simulation Program
Coord.
*Subject to change upon
- Simulation Program
room availability
Coordinator