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REQUISITION PROCESS – CURRENT Seminole County Health 2014 Continual Impact LLC.

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Presentation on theme: "REQUISITION PROCESS – CURRENT Seminole County Health 2014 Continual Impact LLC."— Presentation transcript:

1 REQUISITION PROCESS – CURRENT Seminole County Health 2014 Continual Impact LLC

2 Program Representative Supervisor Business Office Representative Tallahassee Office Representative Vendor Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time START: Identify need © 2014 Continual Impact LLC Date created: January 13, 2014 Seminole County Health Department Requisition Process (Current State) Order sheet Post-t Catalog Verbal request Order sheet Meeting Request 1 quote Specify need Notify supervisor Approval received ? Provide justification Yes No Excel Page 1 Meeting Order sheet Excel DFS Website Intranet Quote form (varies) Fax Phone Fax Total time: 8 days Time: 6 hours Identify NeedSupervisor Approval Provide justification Specify need Provide additional justification, information State term contract ? <$2500 per item? Identify potential vendors Provide quote Provide vendor identification assistance Request 2 quotes Select ‘best’ quote Verbal Personal vendor list Quote form (varies) Fax Phone Fax Fax Quote form (varies) Fax Phone Yes No Yes Notify supervisor Provide justification Specify need Provide additional justification, information State term contract ? Identify potential vendors Request 1 quote ( $2500) Select ‘best’ quote No Yes Yes & No Select Vendor Total time: 8 days Go to Submit step High Impact Improvement Area Total time: 8 days Time: 5 minutes

3 Program Representative Supervisor Business Office Representative Tallahassee Office Representative Vendor Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time © 2014 Continual Impact LLC Date created: January 13, 2014 Seminole County Health Department Requisition Process (Current State) MFMP training purchasing manual Fix requisition Required codes known? Enter codes No MFMP Page 2 Cheek sheet Budget codes Total time: 6 hours Time: 20 mins Time: 15 mins Submit RequisitionMFMP Approval Enter need into MFMP Determine codes Approve requisit- ion? Submit requisition Fix requisition Yes Total time: 15 days Go to Vendor Selection step Enter need into MFMP Enter codes Provide codes MFMP training purchasing manual MFMP Approve req? Fix requisition MFMP MFMP training purchasing manual Justification Budget Codes Object Codes MFMP training purchasing manual Justification Budget Codes Object Codes No MFMP Approval Continued High Impact Improvement Area

4 Program Representative Supervisor Business Office Representative Tallahassee Office Representative Vendor Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time © 2014 Continual Impact LLC Date created: January 13, 2014 Seminole County Health Department Requisition Process (Current State) Approve requisit- ion? No MFMP Page 3 MFMP Approval Continued Yes Go to Page 2, Submit Req., MFPM Approval Place order MFMP Fix requisition End Return to Submit request High Impact Improvement Area MFMP training purchasing manual Justification Budget Codes Object Codes MFMP training purchasing manual Time: 15 mins Total time: 15 days

5 REQUISITION PROCESS – FUTURE Seminole County Health 2014 Continual Impact LLC

6 Requestor Supervisor Financial Account Director Financial Account Approver Purchasing Agent Vendor Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time START: Staff Identify a want Date created: January 15, 2014 Seminole County Health Department Requisition Process (Future State) Post-it Verbal request Purchasing Binder Select vendor(s) Confirms need, spend threshold, justification This is a need ? Yes No Page 1 Phone Meeting DFS Website Intranet Fax Total time: 2 hours Identify Need Obtain requests Provide quote Request quote(s) Select vendor Purchasing Binder Supply request form budget Fax Fax Yes Obtain service No Select Vendor Submits requests End: Notify staff BPO ? Yes Supply request form BO dist. list Preferred vendor list Vendor quote guidelines Vendor evaluation form On Catalog ? No Evaluate quote Quote form Vendor quote guidelines Vendor evaluation form Quote evaluation guidelines Vendor evaluation form Go to Submit requisition Quote is > $ 2500 Go to Submit step Notifica- tion of needs not met Negotiate Select vendor Yes No Total time: 15 min / item Total time: 15 days Total time: 3 hours / item Quality Measure: Incomplete request forms Cost Measure: Money saved through FA negotiation

7 Requestor Supervisor Financial Account Director Financial Account Approver Purchasing Agent Vendor Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time Date created: January 15, 2014 Seminole County Health Department Requisition Process (Future State) Supply request form Quote(s) Justification Purchasing binder FA database FA codes Requisition checklist MFMP Page 2 Submit requisition Requisition checklist Total time: 16 days MFMP Submit requisition Review & correct codes Approve Review requisition Correct ? Edit quote Send requisition Purchasing Agent MFMP Go to Vendor Selection step End: Place order Supply request form Quote(s) Justification Purchasing binder Quality Measure: Money saved through FA negotiation Quality Measure: Purchasing Agent identified errors Cost Measure: Time Measure: requisition cycle time Approve requisition Total time: 8 days Total time: 20 mins Total time: 10 mins Notification of cost variance (total cost = < 20% of authorization)


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