PURPOSE

To standardize the process for submitting and routing sample requests through Teamhub, ensuring consistent documentation, timestamping, and notification to all relevant parties. This SOP formalizes the existing sample request procedure by introducing a digital form for record-keeping and communication, while preserving the current physical walk-out process required to notify the shop floor.

RESPONSIBILITY

• Requester: Submits the Sample Request form in Teamhub and physically walks out the printed copy with the Sample work order to the shop.
• Stephen Chadwick (Finish Manager): Receives a copy of the request via email for finish-related awareness and coordination.
• Shop Floor (Lumber, Sheets, Veneering): Receives the printed Sample work order in person from the Requester and fulfills the sample request.
• Project Management: Maintains the Sample Requests form and monitors the Samples Channel in Teams for visibility and tracking.

PROCEDURE

1. Requester navigates to Teamhub > Project Management > Sample Requests.

2. Requester fills out the Sample Request form completely, including their email address in the designated field.

3. Requester submits the form. Upon submission, the form automatically:

   a. Publishes the request to the Samples channel in Microsoft Teams.

   b. Sends a copy of the request via email to Stephen Chadwick (Finish Manager).

   c. Sends a copy of the request via email to the address entered in the form field by the Requester.

4. Requester prints a physical copy of the submitted Sample Request along with the associated Sample work order.

5. Requester physically walks the printed copy out to the front of the shop (Lumber, Sheets, or Veneering, as applicable) to notify the relevant department and initiate fulfillment.

6. Shop personnel receive the physical copy and proceed with sample fulfillment per standard shop procedure.

EXPECTATION

• The form standardizes the sample request procedure and adds automatic timestamping for every request, improving traceability and record-keeping.
• The form does not change or replace the physical walk-out process. Requesters must continue to print and hand-deliver the Sample work order to the shop floor (Lumber, Sheets, Veneering) as done prior to the form's introduction.
• All requests are expected to appear in the Samples Teams channel and reach Stephen Chadwick and the Requester's specified email without delay.
• This walk-out requirement will remain in effect until a future revision of this SOP formally updates the shop notification method.