Improving the Timeliness of Procurements

Industrial Operations Division

Surface Forces Logistics Center

United States Coast Guard

Improve the timeliness of procurement request fulfillment for the industrial program

• The procurement request fulfillment process for the Coast Guard Industrial Program currently takes an average of 9.3 days for a single Type 32 purchase. Procurements are currently fulfilled at ten locations around the Coast Guard, and the average time to make a purchase at each site ranges from 1.9 to 39.1 days according to a recent study. To meet customer needs, procurements fulfillment should be completed within 5 days. The problem has existed for several years.

Project Team

Executive Sponsor• O-6 Chief of Industrial

Operations Division

Value Stream Champion• O-3 Chief of Procurement

Branch

Lead Black Belt• NAVSEA BB student

Assisting Black Belts• Two graduates of NAVSEA BB

Green Belt• Graduate of NAVSEA GB

Team Members• Three business

managers at Industrial Support Activities

• Two petty officers who specialize in industrial procurements

• One industrial manager

Notional Project Schedule

SIPOC

Supplier Input Process Output Customer

Business Manager

Shop Foreman

Industrial Manager

Completed Procurement Request (aka brownsheet or PR)

Review PR

Determine possible sources

Obtain quotes, if required

Determine appropriate vendor

Prepare order

Purchase order (by credit card) to the vendor

Vendor

Preliminary Communications Plan

Target AudienceMessage Delivery

MechanismsKey Messages

•Industrial Managers at the Industrial Support Activities•Shop supervisors•Business Managers•Procurement specialists•Senior leadership at the Industrial Operations Division•Oversight officials at the USCG Program Office for Competitive Sourcing (CG-81C)

•Email•Presentations at IM Conferences•Handout sheets•Notices to post on employee bulletin boards•Talking points for All Hands sessions at industrial facilities

Decision already made that procurement management will be consolidated at SFLC-IOD.

No civilian RIF will be considered.

Current procurement fulfillment process unsat with average PR taking 9.3 days to execute.

New process will meet or exceed customer requirement of 5 day turnaround for Type 32 purchases.

New process must support regulatory and CFO compliance oversight and enforcement.

For additional information, contact Peter Stinson (http://contact.peterstinson.com)