Slide 1

Slide 2

TECH581 Fall 2013 Measure Presentation November 11, 2013 Alex Garcia

Slide 3

Project Charter Pay Application Process Improvement Project Name: Pay Application Process Improvement Date Chartered Start Date:Target Completion Date: Sept 15, 2013Dec 2, 2013 Project Team Title Campus Planner Director Special Projects Accounts Payable Director of Purchasing Process Owner Title Assoc. VP Finance and Admin Problem Statement With the flurry of activity on the NMT campus lately it has been shown that contractors and architects have submitted payment applications and more often than not it is taking more than 30 days for them to be paid. The applications go from department to department requiring signatures before a check can be cut. Goal Statement Improve upon the current process for payment applications to ensure that they get processed in a timely manner. Less than 30 days from application submission to payment. Project Scope The scope of this project is get to get all the parties involved in the process of accepting, approving, and completing pay applications and determine a better method to complete this action in a shorter time. This project does not seek to alter the way the payment is made. This project will also determine the most appropriate people to handle the application and eliminate anyone unnecessary.

Slide 4

CTQ KPIVs Customer(s) KPOV(s) Accounts Payable Contractors/Architects INTERNAL EXTERNAL Pay Application Processing Time Time between when pay application is submitted and a check Is cut Direct Deposit/ Electronic Submission Pay Application Review Time Number of Individuals who review app Requirement of electronic submissions Training of staff

Slide 5

Data Collection Plan Dig deeper into how many pay apps AP can handle Are they understaffed? Cost/Time of switching to direct deposit Interview the Director of Special Projects and Campus Planner to determine why and what ways can be used to eliminate the unnecessary delays in approving pay apps

Slide 6

Data Collection Results AP receives on avg 100 pay requests per day 1 person can process 30 per day 2 people currently in AP that handle the checks

Slide 7

Data Collection Results Some projects are auxiliaries functions, so the pay request must go through them for approval as well, adding another step to the process Switching to direct deposit would help but would be difficult to do due to various regulations.

Slide 8

Analyze KPIV

Slide 9

Elimination of KPIV Requirement of electronic submissions for payment is not an issue, AP has instituted an electronic signature policy Training of staff is currently ongoing regarding the electronic submission of pay applications

Slide 10

Conclusion Initially started with 4 KPIV and 2 KPOV in the CTQ tree Further review determines that 2 KPIV and 1 KPOV can be eliminated Remaining KPIV are directly proportional. The more people it takes to review a pay app, the longer time it takes for the check to get cut The measurable item is the number of days taken to get the pay app approved