Milwaukee County IT

Procurement Process

Report Out

The Team

The TeamName Title DepartmentCarsten Peterson Buyer DAS Procurement

Becky Ludwiczak Business Analyst DAS IMSD

Angela Buesing Service Desk Manager DAS IMSD

Susie Devcich Chief of Recreation & Business Ops Parks

Fran Flanigan Business Analyst DAS IMSD

Coco Kalinowski Business Solutions Manager DAS IMSD

Marlinda Sisk Fiscal and Budget Manager DAS IMSD

Cheryl Berry Executive Assistant Child Support

Al Dominguez Business Analyst DAS IMSD

Jason Jahn Technical Architect DAS IMSD

Robin Burns Administrative Specialist House of Correction

Zulma Myszewski Administrative Assistant Aging

Process Problem

1. Anyone can ask Angela for a quote.  2. Some customers do not know how to properly

code things in Advantage. 3. Too many intermediaries in the process.  4. Various people in process are not aware of

status/updates.  5. Process is too manual.  6. Customers have no way of knowing currently

approved hardware/software. 7. Customers do not know if they have the

capabilities to support requested items/services.

Team Member Expectations

Fully understand current process

Create smooth faster future process with fewer steps

Eliminate constant follow up and tendency to lose things

Find best dealsMinimize departments

ordering on their ownAutomate & Streamline

process ID who to contact in process

Avoid work stoppage/ wait times

Understand each party’s role in process

Prevent any step from being a log jam

Increase value added by procurement

Standardize process county-wide

Increase utilization of procurement

Project CharterProcess Importance - Business Need for Improvement

Project Goals and Objectives

Project Approval Signatures

Action Plan

Resp. Due Date

1 Angela B 11/21/14

2Angela B & David H 11/21/14

3 Al D 11/21/14

4 Team 11/26/14

5 Angela B 12/1/14

6 Coco K 12/1/14

7 Angela B 12/1/14

8 Angela B 12/1/14

9 Jason J 12/15/14

10 Laurie P

Dec Cabinet

Mtg

11 Web Team 12/15/14

12 Laurie P 12/31/14

13 Marlinda S 3/31/15

Post form to Intranet

Determine Steering Committee Approval Process

Set response time targets

Tracking actual spend county wide. Ensure standardization of applications and hardware. Identify a means of maintaining standard

Communication to county employees on new workflow

Description

Develop 1st draft form

Provide standards to Steering Committee for approval

Document workflow in Visio

Comment on form draft

Investigate ManageEngine capabilities

Investigate forms architecture

Incorporate comments + recirculate

Finalize form

Set up workflow alerts/notifications

Process Problem1. Anyone cans ask Angela for a quote. 2. customer does not know what to do with the quote.  3.  customer does not know how to properly code things in Advantage.  4.  too many intermediaries in the process.  5.  various people in process are not aware of status/updates.  6.  process is too manual.  7.  customers have no way of knowing approved hardware/software. 8. customers do not know if they have the capabilities to support requested items/services.

1. be able to track actual IT spending by department.  2.  streamline IT purchase process. 3. artifacts identified re: standard list of software, standard list of hardware. 4. standardize notifications from vendors/standardize procedures for obtaining notifications.

Signature

Project Sponsor

Laurie Panella

DAS IMSD

Project Leader

Division

Marlinda Sisk

DAS IMSD

Role

Name

Project Name

One Sentence Description

Project Sponsor

Project Leader

Team MembersTitle Role

Andre Simms Budget Analyst FacilitatorStephanie Gulizia Contract Administrator FacilitatorZulma Myszewski Administrative Assistant Team memberRobin Burns Administrative Specialist Team memberAl Dominguez Business Analyst Team memberFran Flanigan Business Analyst Team memberBecky Ludwiczak Business Analyst Team memberCoco Kalinowski Business Solutions Manager Team memberCarsten Peterson Buyer Team memberSusie Devich Chief of Rec. & Bus. Ops. Team memberCheryl Berry Executive Assistant Team memberAngela Buesing Service Desk Manager Team memberJason Jahn Technical Architect Team member

Principal Stakeholders

Process Bounds Start Point Stop Point

Out of Scope

Department identifies needItems or services are received and/or deployed

Project Work is out of scope. Airport and transit are out of scope. New IT system is out of scope. RFP/sealed bids are out of scope. Ordinance changes are out of scope.

Target Completion Date11/7/2014 12/31/201411/7/2014

Project Charter

Date Chartered

Laurie Panella

IMSD, Departmental Requestor, Procurement, Vendor

Marlinda Sisk

Project Start Date

How IT software, hardware, wiring, and certain services are procured in Milwaukee County.

Name

IMSD Purchase Request

SIPOC

SIPOC for:

Department identifies need

Request submitted to IMSD

IMSD analysis Items/Services Ordered

Receipt/Deployment of Items/Services

Suppliers Inputs Process Outputs/Results CustomersWho What Actions Results/Deliverables Receiver/User

Departmental requester

Email, ManageEngine, BA, IMSD Managers

Routing of request IMSD

IMSD Internal documentation

Analysis recommendation Departmental requester

Departmental requester

authorization to proceed IMSD

IMSD contact vendor(s) choose vendor and obtain quote

quoteDepartmental requester

Departmental requester

authorization to proceed IMSD

IMSD internal approval(s) IMSDIMSD creates requisition requisition procurementProcurement creates PO Procurement/IMSDProcurement/IMSD orders item/service VendorVendor delivers item/service IMSD

IMSD deploys item/serviceDepartmental requester

SIPOC Diagram

Process Steps

SIPOC

IMSD Purchase Requests

Current State Map

Current State Metrics

Title Time/minutes Time/days Percent

Value Add 420 .29 1%

Cost Add 24,663 17.13 25%

Waste 72,422 50.29 74%

Total 97,505 67.71 100%

Customers & Customer Value

Value-Added:An action that the customer is willing to pay for

Cost-Added:Steps in the process that are required due to policy, computer requirements & statutory requirements. They must be performed, but the customer doesn’t recognize the value

Waste:The 8 forms of waste

Customers

Departmental requestor IMSDProcurementVendor

Works Well

Process not totally broken: requestors do eventually receive goods/services

IMSD expertise is part of the processLow risk of purchasing the wrong thingSpecification + identification data is very goodVendor selection is very good

Doesn’t Work Well

Multiple/excess approvalsRedundancyLots of informal steps cobbled togetherProcess is not unifiedProcess is too manualProcess is inefficient

Creating the Future State

Big Impact Ideas

1. Create a standard form for customers

2. Hold a strategic meeting early in the process to get all necessary information

3. Develop a catalog of standards4. Standardize all incoming requests

into the same format5. Push workflow into a online

format w/ electronic approvals

Out of Scope Ideas & Challenges

Project work was not included in scope

Purchasing a new IT system was out of scope

DOT Airport & Transit were out of scope

RFP Process/ Sealed bids are out of scope

Ordinance changes were out of scope

Measured Improvements

TitleCurre

nt Minut

es

Curent

Days

Current

Percent

Future

Minutes

Future

Days

Future

Percent

Change

Days

Change

Percent

Value Add 420 0.29 0.43% 266 0.18 0.49% -0.11 -37%

Cost Add

24,663 17.13 25% 24,53

1 17.04 46% -0.09 -5%

Waste 72,422 50.29 74% 28,99

5 20.14 54% -30.16 -60%

Total 97,505 67.71 53,79

2 37.36 -30.36 -45%

Implementation Plan

Resp. Due Date

1 Angela B 11/21/14

2Angela B & David H 11/21/14

3 Al D 11/21/14

4 Team 11/26/14

5 Angela B 12/1/14

6 Coco K 12/1/14

7 Angela B 12/1/14

8 Angela B 12/1/14

9 Jason J 12/15/14

10 Laurie P

Dec Cabinet

Mtg

11 Web Team 12/15/14

12 Laurie P 12/31/14

13 Marlinda S 3/31/15

Post form to Intranet

Determine Steering Committee Approval Process

Set response time targets

Action Plan

Communication to county employees on new workflow

Description

Develop 1st draft form

Provide standards to Steering Committee for approval

Document workflow in Visio

Comment on form draft

Investigate ManageEngine capabilities

Investigate forms architecture

Incorporate comments + recirculate

Finalize form

Set up workflow alerts/notifications