procurement process lean event
TRANSCRIPT
8/19/2019 Procurement Process Lean Event
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Procurement ProcessLean Event
Value Stream Analysis ofthe Procurement Process
at UTPA
8/19/2019 Procurement Process Lean Event
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Procurement Process Charter
Problem Statement The sequence of procurement events could be
further streamlined to reduce “friction” andimprove overall process cycle time
Approach We will use value stream mapping as a method
to visually represent the process, identify valueadded activities and improve or eliminate non
value added activities
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UTPA Procurement ImprovementTeam
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The UTPA Procurement Process
Purchasing $ %entral &eceiving
$ Accounts Payable
' “Procurement Services”
Start: User Need Stop: Closed
Approval
Approval(valuate
&equest
(valuate
&equest
Pay )
%lose out
*rder
Pay )
%lose out
*rder
&eceive
Part or
Service
&eceive
Part or
Service*rder
*rder
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General Takeaways
The procurement process is already good+ This event allowed us to
“see” the overall process and determine ways to provide even betterservice levels n a lot of cases, errors created early in the process by the users ripples
downstream and causes delays in the process+ We need to address the
“upfront” process and educate users to enter the right information, so we
significantly reduce effort processing errors+ This requires e-plicit consideration of the communication and handoffs in the
system+ We saw the importance of eliminating handoffs and brea.ing down
organi/ational barriers
This process allows various members of different organi/ations to
communicate and wor. together to “fi-” problems+ We thin. this type of process is valuable and could be used to improve
more processes at !TPA+ We can do this ourselves, but it will require
!niversity leadership commitment0
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hilosophy of a Value Stream
Seek perfection by identifying and eliminating all
activities that are non-Value Added.
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The 7 (or 9) ea!ly "#ns o$ %aste
8. Human Potential(Spending Effort Doing
the Wrong Thing)
9. Scatter (Inability to focus oncompletion of a task)
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&alue "team 'ap Aen!a
% Training
SP*%
5oundaries
6oice of the
%ustomer
Set up the %urrent
State map
Wal. the value
stream and gather
facts
Day 1/2 Day 1/2/3
%omplete %urrent
State
7loor Plan Spaghetti
8iagram
nfo (-change %ircle
8iagram
Analy/e the %urrent
State map
Time 6alue Analysis
5rainstorming
%ells and Pull Systems
nventory strategy
Day 2/3
8ealing with
9onuments
Pacema.er Process
7uture State 9ap
a!i"#m!ro$ement Plan%
mprovement
9etrics
*ut brief
The Transformation Plan, or “Rapid Improvement Plan”, is the most
important output of the VSA. It is the list of actions you will tae to
remove waste and implement chan!e.
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"uppl#ers Inputs Process utputs Customers
6endors :eed
Procurement Process
;oods !sers
&equesters &equest Services 8epartments
;ov<t =!niversity 7unds Satisfaction 6endors
!T Systems Specs=&eqs Acceptance State
8epartment Proposals 8ocumentation nsurance
%ontracts %ompliance Audits
Technology 7orms Warranty
8ates and regulations 6isibility
>>>>
UTPA Procurement SIPOC Map
Start: User Need Stop: Closed
Approval Approval(valuate
&equest
(valuate
&equest&econcile&econcile
%lose out
*rder
%lose out
*rder
&eceive
Part or
Service
&eceive
Part or
Service
Process Steps
%urrent Procurement Process
*rder *rder
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UTPA ProcurementCurrent "tate Process
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&o#ce o$ the Customer *"ystem +e,u#rements
?ow %ost9inimum Time
S.illed Services
?ow “@assle”%ompliant to &egulations
Acceptance = 6alidation
6isibility and %ommunication &$erall Process' %apable, &eliable, Agile, Predictable, and
Sustainable Procurement Process
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Analy-#n the Current "tate
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Process (fficiencies
Bields
;aps in Time between
Wor. and Wait Times
%ollect 8ata on %urrent State
7ill *ut
Travel 6oucher
7ill *ut
Travel 6oucher
Process
Step
Process
Step
Time and
Bield
(stimates
Time and
Bield
(stimates
%alculation%alculation
9 o n t e % a r l o S i m u l a t i o n 9 o d e l i n g
9 o n t e % a r l o S i m u l a t i o n 9 o d e l i n g
8efect
Analysis
8efect
Analysis
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"ources o$ .r#ct#on
?ac. of 6isibility?ac. of 7low
%hoosing the Wrong Path = &outing (rrors
Training = nsufficient Cnowledge nfrastructure D Tools
%urrent purchasing e-perience is cumbersome
*rgani/ational silos E99 ) Accounts PayableF
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Procurement Process .uture"tate
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/ey Chanes to the ProcurementProcess mproved nformation for !sers
%ustomer Service %enter Who to call for questions @ow to fill out forms correctly 6isual wor. flow mproved Website nformation
mproved 7low 5etter information in ' 7ewer errors and overall less delays 7ewer handoffs ' fewer “inbo-” and “outbo-” delays
7ewer (rrors
9ore useful operator training 5etter Software Tools to do the Gob 7ewer *rgani/ational 5oundaries D AP and 99 reporting
to same organi/ation streamlines consistency of visionand message
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ran#-at#onal E0c#encyCom1#ne! AP an! '' roups
>+ 5rea. down organi/ational boundaries between 99
and AP
Similar to !T8EIF, a single “procurement services
department” with responsibility from need through delivery+
9ore manageable D fewer organi/ational boundaries
9ore %ommunication D Shared leadership and collaboration
"+ %onvene a !TPA “procurement services tas. force” to
loo. at restructuring procurement services
organi/ation+ ?oo. at organi/ation and tas.ing+
%onsider the leadership s.ills required to accomplish this in
the current AP 9anager supervisor search
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'o!ele!Improvements
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5y pushing sequential
tas. into parallel and
minimi/ing delays due tohandoffs, significant
improvements are
possible in the modeled
performance of the
7uture State
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+ap#! Improvement Plan
Seit/, 8ec "JJH !nclassified">
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Proress has alrea!y 1eun2
EPreliminaryF Wor. 7lowProcess for SP*
%ompleted ?AST :;@T0
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Park#n Lot Items
*ther groups can 8ebit department accounts Ei+e+
Telephone and Police ServicesF without department
cogni/ance or approval
8isencumber remaining funds of P+*+s to
completely close out order &econciliation process
%ommunications D 7orms should be in one place
E*racleF
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General Takeaways
The procurement process is already good+ This event allowed us to
“see” the overall process and determine ways to provide even betterservice levels n a lot of cases, errors created early in the process by the users ripples
downstream and causes delays in the process+ We need to address the
“upfront” process and educate users to enter the right information, so we
significantly reduce effort processing errors+ This requires e-plicit consideration of the communication and handoffs in the
system+ We saw the importance of eliminating handoffs and brea.ing down
organi/ational barriers
This process allows various members of different organi/ations to
communicate and wor. together to “fi-” problems+
We thin. this type of process is valuable and could be used to improve
more processes at !TPA+ We can do this ourselves, but it will require
!niversity leadership commitment0
!nclassified"
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It3s up to you 4
“f you thin. that you can, or thin. that youcan<t +++
Kyou<re right+”
@enry 7ord