value stream map it approval & procurement october 28-30, 2013 morrow, ga
TRANSCRIPT
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Value Stream MapIT Approval & Procurement
October 28-30, 2013
Morrow, GA
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Team Members From:
• OIT• Continuing Education• Auxiliary Services• Finance• Purchasing• Center for Instructional Design• Financial Aid (Process Customers)• Contract Review
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What is a Value Stream Map?
• All activities related to providing a product or service to an internal or external customer.
• The team is made up of employees that deal with the process and “headaches” every day.
“Win small, Win early, Win often”
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Value Stream Map Agenda
• Training on Lean Principles• Develop the “Before” Picture of Process• Observe the Process: Go to the “Gemba”• Data Analysis of the Process: Lead-time vs. Process
Time• Brainstorm on Improvement Ideas• Develop the “Ideal” Process• Prioritize Ideas • Define Projects• Develop an “Action Item” List• Presentation to Leadership
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Team Members
Dan Newcombe, Jim Flowers, Scott Butterfield, Cindy KnightCheryl Jordan, Norman Grizzell, Marcia Jones, Priscilla Foster,
Naulbert Nolan, Karen LaMarsh, Pat Barton
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Project Scope
ScopeBeginning: User has a Technology NeedEnd: Technology has been Approved,
Procured, Delivered and Paid for
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Current State Map
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Team Observations
• Informal discussions are forgotten about
• No “complete guide” on how to complete the process
• No way to check status of request
• Actions do not occur until paper lands on someone’s desk
• Lot’s of paper shuffled around
• Different ways to complete the same request
• No back-ups when someone is out of the office
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Team Observations Large / Contract Review Purchase• Informal discussions get forgotten about – don’t get clear
picture of what is needed• No manual / flowchart / documentation on how to complete
process –you know because you’ve been here 18 years• Department has to “pass-through” legal contract discussion to
vendors• Opportunity for errors• Can fall through cracks if someone is out• Long lead time 7/24 – 10/23 example (3 months)• Requester has to “call in” to see where request is in process
(no view)• Difficulty in finding direction (requester)• Forms shipped around inter-campus mail• Outside entities affect requirements of process
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Team Observations Small Device / Non-Contract Review Purchase•End user / requestor may not be the same person•No way to check status of request •Every purchase request approved by CIO when department is spec’ing•Time consuming process•Process lead-time can be greater than quote shelf-life•5-week IT approval PC receipt•Lots of paper shuffled around•Purchase Requests walked to East Campus•Multiple ways to submit a purchase requests; Are all requestors aware?•Process can be circumvented by P-Card•Small software purchases may not be supported in current structure•May need more communication tech decision risks•Is Steve reconfiguring every request?•Requests to Steve, free-form e-mail ; works better when you talk to Steve•No back-ups when some roles are out of the office•Actions do not occur until paper lands on someone’s desk
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Brainstorming
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Future State
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Action Items
• Website with Self-guided Question Tree• Compile a Enterprise-wide Software List• Create a Check-list for Request Initiation• Develop a Process User Guide and Accompanied
Training• Ticket System Capability – Current, e-Pro, etc.• Pdf’s vs. Paper Process• Propose a Process Review for IT Budget
Development
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Recommendations
• Talk with Dell on having them honor quotes that have not expired
• Change accounting process so small purchases can be easily tracked for replacement plans
• Predictive ordering
• Inventory of standard products; take from stock and General Ledger transfer when put into use
• Demo units to show products to customer
• Delegate CIO approval of small, state-contract purchases
• Purchasing needs more than one person to create Purchase Orders, or more purchasing expertise
• Have Contract people, not the end user, contact the vendor
• Streamline/centralize contract review with fewer players
• End user should not review contract
• Institution needs full-time legal department to assist campus with negotiations