Ordering NHA Materials

Assigned To: Sarah Dungan, Dan Tietz, Jessica Myers, Trent Scipio, Carly Cavagnoli, Crystal May

Category: Student Life Cycle

Department: Instructors, Procurement

SOP Rule: Cadence

Status: Approved and Implemented

Purpose

Defines the process for ordering NHA materials to ensure students have access to required certification study resources.

Scope

Applies to Procurement Team and instructors responsible for preparing materials for upcoming cohorts.

Trigger

• Upcoming cohort start dates (3–4 weeks in advance)
• Inventory levels insufficient for upcoming classes

Process Overview

1. Inventory Check

• Log into NHA system and review available inventory
• Confirm stock levels for practice tests and study materials
• Identify shortages based on upcoming cohort needs

2. Verify Classroom Materials

• Confirm on-site materials with instructors
• Validate printed study guide availability

3. Determine Order Quantities

• Calculate required materials based on class cap and current inventory
• Document quantities in tracking sheet

4. Submit Order Request

• Email NHA representative with order details
• Include cohort dates, quantities, and shipping information
• Group orders by weekend start dates when possible

5. Review and Approve Quote

• Verify quote details match requested quantities
• Sign and return quote
• Await order confirmation

6. Process Payment

• Forward confirmation email to Accounts Payable
• Ensure timely payment processing

Key Rules

• Order materials at least 3–4 weeks before start date
• Verify both system and on-site inventory before ordering
• Ensure quantities align with class capacity
• Track all orders and confirmations

Completion Criteria

• Materials ordered and confirmed
• Quote approved and signed
• Payment submitted and processed
• Materials delivered before cohort start

Tools and Systems

• NHA platform (Inventory management)
• Google Sheets (Tracking sheet)
• Email (Order submission and confirmation)
• Accounts Payable system

Revision History

• Version 1: 03/13/2025
• Version 2: 06/20/2025
• Version 3: TBD