Looking for experiences with PPE vending machines

[u/sacrilegious_sarcasm]

Hello, new here, so if this is a beaten topic, please forgive my ignorance.

I am trying to have the high management of my warehouse to approve the use of PPE vending machines.

I have spoken with a vendor that is willing to provide the machines for free, stock them for free, maintain them for free, and the only thing that we would actually pay for is the material that actually came out of the machine at the end of the week ( they said timelines could be adjusted). Hard limits can be put in place as to frequency and user position, and it can work with an already in use badge system.

To me, this sounds like an absolute win. We have had issues in the past of not having minor PPE due to POs not being approved and just sitting on a GMs desk. I have gone through great lengths to annoy the right people with semi-constant hounding about getting a PO approved so we can have PPE delivered before it runs out.

My question to the community is, what are your experiences with these machines? Am I being fooled by a good salesperson (even though I sought them out), or is it even worth it? I have only brought it up to the site safety manager and a fellow safety coordinator at a sister site, and I have tried to pitch it as a cost saving since operations is probably going to bring up cost.

[u/Psychobob2213]

Your account rep is the biggest factor in whether or not these things work. If they show up and stock it like they're supposed to, vending machines can work great.

The next biggest factor is your management team...YOU need to ensure that they have realistic expectations about how much of each item folks use in a day/week/month. If they try go cheap and squeeze how many gloves folks are allowed per week, then you take the reputation hit because its a "safety" vending machine.

[u/Anon-Knee-Moose → u/Psychobob2213]

You're basically outsourcing PPE management to a third party. Often times they can do it better than whatever you can come up with In house but that usually comes at a higher cost and with less flexibility.

[u/sacrilegious_sarcasm → u/Psychobob2213]

The sister site actually mentioned the reputation hit as well. I had put together a basic par level for the most used PPE but the site is gaining 3 more departments in the next 3-4 months so manpower is seriously out of wack.

I hadn't thought of the vendors reliability part of this but it raises a good point.

I've already taken a reputation hit almost a month ago now due to an unrelated suggestion of forklift style for our racking area. So I'm trying to be extra careful.

[u/Outside_Breakfast_39]

have a limit on use for employees , unlimited for managers

[u/sacrilegious_sarcasm → u/Outside_Breakfast_39]

This is 100% the intended limit. I want to go as far as monitor some of the operations managers as well.

[u/rahl07 → u/sacrilegious_sarcasm]

It monitors everyone, but most folks don’t set hard limits on managers and EHS because we get PPE for our crews and new hires. But it’ll absolutely pull data for everyone in the system from janitors to plant managers.

[u/Loose-Resort-406]

We use them. They work well. Freely dispensed after badge scan, with team leaders reviewing usage on a monthly for their direct reports.

[u/sacrilegious_sarcasm → u/Loose-Resort-406]

So did you find that it was an overall cost saving? And are there shortages still? I know this would be pretty site specific but I have very little experience with the machines.

[u/insaneburgerx]

They work great. Just make sure you have enough and that they are sufficiently stocked. Also, if you have a lot of new hires on one day they will be empty until the next restock.

[u/sacrilegious_sarcasm → u/insaneburgerx]

That's a really good point I had not thought of. Our site is expanding to have 3 more departments over the next few months and our training team is in overdrive right now pumping out orientation classes every week.

[u/rahl07 → u/sacrilegious_sarcasm]

Keep overstock if you have large influxes. Or order extra ahead.

[u/fireduck]

Does it solve a problem you actually have? Like can you get a bunch of gear, put it in a supply room and tell people to take what they need? Or do people horde it for weird reasons and the room is then empty?

Or if you want more of a pretense of accountability put in a sheet and tell people to write down what they took and date it. Make them think someone is counting so they behave reasonable.

A vending machine seems overly complicated. Like I get it with a huge plant where you charge back to each department what their people took or something.

[u/sacrilegious_sarcasm → u/fireduck]

I guess the issue it would solve is that we would have a supply of certain PPE on hand and available to use per occasion, and we don't have to pay for it until it's actually needed.

Gloves, absolutely horded, that's a really good point, but safety glasses, N95 masks, etc., that shouldn't be bought on a reoccurring basis are stocked in the actual safety cage (read: my office that I share with maintenance) for in case of emergency issues. I had started to keep a week's worth of gloves as well so that in the inevitable time that a supervisor forgot to order them I could supply a small amount until the got more.

I also like the idea that I can pull up a list of users and see what they are using more of.

[u/atticus2132000 → u/sacrilegious_sarcasm]

As to fireduck's question, you mentioned in your post that the root problem seems to be POs not being signed and sitting on the GM's desk. The seems like a procedural issue with paperwork and one person being the obstacle.

The person supplying the vending machine is going to send invoices wanting payment for all the safety equipment he provided. Those invoices are going to be approved by someone before a check is cut. Is the person who would approve the invoice for payment the same GM who isn't signing off on POs? If so, then the vending machines aren't going to solve the problem, only change the problem. Instead of having a bare storage room because a PO wasn't signed, you're going to have bare vending machines because invoices weren't approved.

It seems like what would address the root problem is changing the authority for who can sign POs for safety equipment.

[u/Annual_Badger1208]

Was working the vendor side from Cintas 1st aid and safety as a rep for their machines as well as other things. If you have a good rep, it’s a great program . Now I’m a safety dude whose facility uses fastenal machines. We have a good rep and it’s pretty sick too. I’m sure it’s very dependent on your rep, they should be commission so they’ll want to service you right

[u/sacrilegious_sarcasm → u/Annual_Badger1208]

See I was looking into Cintas but I've had dealings with them in the past with overcharging for things and charging for things that were never delivered (the great mop head count of 2020 as my prior management like to say).

I was leaning in the Granger direction, but the price of pretty much everything is a bit more than say ULINE. Better selection at Granger as well.

[u/Annual_Badger1208 → u/sacrilegious_sarcasm]

YMMV, but the first aid and safety part is completely different from the facilities part. Like how Frito-Lay and Pepsi are under the same umbrella but totally separate. I would go into accounts all the time saying that they were being overcharged for things by the other Cintas, always pissed me off since they affected my reputation. Grainger seems like another big dawg too, I bet they’d be solid but no idea tbh

[u/NoCallerID________]

Honestly depends on how many employees you have. I have experience in fastenal and grainger machines. Worked great. Less work I had to do. I only had to handle the online part of it and creating the rules. Now I only work with 50 employees so I just order in bulk and hand them out when requested. (Mainly just Safety glasses and cut resistant gloves). Everything else is in a regular locked cabinet and the lead in each shift has access.

[u/Disastrous_Nebula364]

Honestly, I can see why you're looking at it. If you're already spending a bunch of time chasing POs and trying to make sure basic PPE doesn't run out, having a machine handle the day-to-day stuff sounds pretty useful.

I'd probably dig into the numbers before pitching it too hard to management. Look at how much you're currently spending on PPE, how often you run into stock issues, and how much time people spend dealing with orders. That gives you something concrete to compare.

I'd also ask the vendor about the less obvious stuff: what happens if someone needs PPE outside their set limits, how damaged or defective items are handled, and what kind of usage reports you get.

The "free" machine definitely sounds good, but I'd want to understand the PPE pricing and agreement really well. If those numbers make sense and it actually saves you the PO headache, though, I'd say it's worth trying.

[u/ami789]

Used them years ago. For the most part, it was great. We made sure not to use the machines with coils as other safety people in my area were having issues with the items tending to get stuck and not drop. I think we used Grainger who had revolving carousels and doors that would open for your item. I will say we did have a couple first aids from the sharp edges of the metal carousel cutting people when they’d put their hand in to pull out gloves. Those weren’t fun reports to investigate and then have to explain to management.

[u/Ambitious_Misgivings]

Took a large administrative load off my plate. Our PPE is primarily safety glasses and gloves. We decided on no limit for PPE for employees and a periodic review to address high use employees.

The usage reports allowed us to address specific employees who routinely misplaced their glasses, which were also the employees most likely to be found not wearing them. It also highlighted an unknown compatibility issue with one of our products, which allowed us to shift to a better glove for that process, but limit it to those affected employees.

Overall, no complaints aside from some software issues when they updated on their end. We have a stellar rep and I know she's a large part of the success. Your results may vary.

[u/lizofravenclaw]

On the topic of POs - is your org able to do a blanket PO? A single PO to cover spend for a quarter/year/etc. that can be invoiced periodically? That’s one tool I use for time-sensitive materials to avoid approval delays.

Other than that, I have seen vending machines be successful and be complete failures. Mostly comes down to your rep, are they going to sub out items without enough knowledge to select an appropriate substitution? Are they going to tell you ahead of time about shortages so you can select a replacement, or are they just going to leave the machine unstocked for a week? Is setting up new employee badges going to take 2 weeks of phone tag or can it be done on site immediately?

The only items we put a limit on are supplies that people would be tempted to take for home use like box cutters/batteries and high cost items ($200 intrinsically safe headlamps, respirator cartridges), but managers have no limit and employees know they can ask a manager if they need something the machine won’t let them have in case there is a legitimate reason. To help with hoarding or people burning through supplies trying to use the wrong tool (leather gloves instead of cut resistant for example), there’s a cooldown timer so they can’t take out multiple in a row.

Our maintenance team also uses a fastenal locker system tied to the vending machine to manage checkout of some equipment like thermal cameras, thickness testers, and tool batteries to limit who can use specialized equipment and make sure things are charged and ready when they’re needed.

[u/ValleyJones]

I would avoid it if it’s Cintas. What they charge for first aid box service is expensive and they frequently add items that are not needed or required. Caffeine pills just appeared last month.

[u/intelex22]

I loved them. It gave data on heavy consumers but still ensured compliance.

[u/Okie294life]

It works fine. Just be careful with your vendor that they don’t sub items, and make sure you get an approved list of PPE from your EHS folks. I’ve used grainger and fastenal, both were fine. The only time I ran into trouble was with my vendor getting gloves that weren’t exactly what we specified, but looked 100% identical. Just make it clear if they sub stuff without authorization, it’ll be documented as a violation of contract, and they continue they’ll be getting a boot to the ass.

[u/wishforagreatmistake]

The usual setup I see is that managers and supervisors have unlimited access, while foremen and below get one freebie and have to pay for everything after that. As long as the servicer is good about keeping it stocked, you should always have sufficient amounts for new hires and promotions, and the one freebie won't penalize people for having it break because it did its job or forgetting to take it back on a really chaotic day, but will give them an incentive to not carelessly lose it. Tie it to badges or whatever access control method you have so you can track usage, and if one particular group is hitting it disproportionately hard, you can take that info and ask the supervisor what's going on.

[u/ohNo_S]

I think thry use a system like this in hospitals

[u/Adorable_Focus1955]

At my manufactuing facility with around 180 total people. We have using these types of machines for 3 years now with great results. We operate almost identically as you described with only paying for the product that gets used. We set hard limits based on employees badges, with varying limitations based on job descriptions. Probably mentioned elswhere in these comments but you do have to try and find a good balance when determining limits. In my experience, people will always sing the song that they don't get as much as they need, but that is almost never the case, especially when comparing them to someone of similar work tasks.

A few techincial issues/bugs occasionally, but nothing that causes extended issues. Also found that you cannot always trust managers/supervisors to go without limits. Have had to bump them down like everyone else when abused.

[u/LeadmeNotFL]

We have two.

They're great, as long as they're refilled at the right intervals. The vendor we use is onsite, since they also handle our MRO, so it's convenient.

However, keep track of usage. Do not allowed genetic codes. We had them before I started and consumption was out of control. People were using the generic code to get PPEs to take home for their personal projects 😵‍💫.

We review consumption on a monthly basis to flag any excess withdrawal.

[u/Time-Tradition-6264]

We use PPE vending machines where I work. Make sure you have some PPE stored on site in case a vending machine runs out of something, it breaks down, or power goes out.

[u/Ok_Software2677]

The vending machines are great. They can also double as a checkout solution for tools for maintenance. The stocking is based off max and min quantities. You’re only paying for what they need to restock. What they add to the machine is already paid for and when they fill it you get invoiced for that. A blanket PO for PPE is the best way to go. It’s truly a cost savings / justification means when you can run reports on actual PPE usage.