DEC. 11, 2015 DAVID SCHIPPNICK TECH PROJECT STREAMLINE ORDERING IMPROVE/CONTROL

BRIEF REVIEW OF PROJECT CHARTER The goal of this project is to streamline the ordering process within the Wells Center for Pediatric Research in order to ensure proper supplies/consumables are being used as well as reducing stock levels to acceptable levels. The end result of this change should be more accurate procurement of supplies and also more efficient resolution of issues regarding ordering, shipping and delivery.

SIPOC SuppliersInputsProcessOutputsCustomers Laboratory vendorsMedia Tech’s orderTrain Admin assistantOrdering processCenter lab staff Administrative Assistant Shipping informationCreate up to date order form Media tech’s Shipping CompanyAdjust stock levels Media TechsTrack returns Analyze annual spending on consumables

VOICE OF CUSTOMER Key Stakeholders Surveyed: Research Facility Administrator Media Techs Administrative Assistant Lab Staff

VOC- SWOT ANALYSIS Strengths: Orders being placed from single up to date document All orders funneled single contact Inventory control Single contact for shipping vendors Potentially less returns resulting in financial gain Quicker to adapt to EHS required changes Weaknesses: Animosity from media tech because of loss of authority to order More workload on Administrative Assistant Delay in order being placed

VOC- SWOT ANALYSIS Opportunities: Ensure consumables are stocked at appropriate levels. Improve communication between Media Techs Ability to easily track financials associated with supplies/consumables Ability to communicate product changes across the board to all employees involved quickly and efficiently. Threats: Staff turnover in Administrative Assistant Role Lack of communication Loss of moral of Media Techs who feel they have lost responsibilities.

CTQ TREE Customer(s)CTQKPOV(s)KPIV(s) Research Facility Administrator Updated ordering document Wrong items receivedOrdering protocol Administrative AssistantCommunication between Media Techs and Admin Asst. Streamlined ordering process Back order itemsNew EHS requirements Media TechsStock levels Return of defective/ wrong items Annual cost analysis Lab Staff

PROCESS MAP Need For Supply order Tech fills out order form Approved order form Route to Admin. Assistant Admin. Assistant places order Tech Receives order Admin. Assistant reconcile s pack slip with order form RFA approves order Tech Routes Packing slip to Admin Assistant

PROCESS OBSERVATION WORKSHEET DescriptionTotal time Task time Wait time Observations Need for supply order arises (Current Inventory) 10 min none Research Facility Admin approves order form 10 min* Approved before process begins none Tech fills out order form15 min5 minnone Tech routes order form to Admin. Assistant 30 min15 min5 minCould this be done electronically? Admin Assistant places order60-75 min30-45 min10-15 minWait time depends on what time of day and workload Tech receives order80-95 min20 minnone Tech routes order to Admin Assistant min15 minVaries on availability/ workload Admin Assistant reconciles packing slip with order form/confirmation 125 min- 140 min 30 minVaries on availability/ workload

ORDER AUDIT CHECKLIST Project Name: Streamline product ordering process Output metric:Inventory levels, Wrong items/ Qty received every 50 orders ORDER #Wrong Items ReceivedWrong QTY receivedInventory levelsBackorders 10100Sufficientnone 15102low1 PBS media 20100sufficient 25110sufficientnone 30104lowItems discontinued- reorder 35100sufficientnone

FISHBONE DIAGRAM Processes Visual inventory Fill out and route order form Place order, communicate issues Machine s UPS and Fed Ex Purchasing software Materials Updated order form Shipping Confirmation Packing slips People Media techs Administrative assistant Research Facility Administrator KPOV Accurate orders/ Minimal inventory

DATA COLLECTION PLAN Measurements: Time to place order Time to receive order-Start to finish # of wrong items received # of wrong Qty received # of back order items Inventory levels Annual spending on supplies/consumables Sampling: A checklist will be completed at intervals of every 50 orders placed Annual spending on supplies/consumables

DATA COLLECTION

IMPROVE IMPLEMENT Implementation of an electronic order form Reduces travel time of routing from Media Tech to Administrative Assistant. Quicker easier document control. Create BETA document Train staff on procedures and set up pilot period Analyze pilot period. Is electronic submission reliable Is staff comfortable with procedures

CONTROL Determine if improvement is effective. Electronic submission is quicker, accurate and reliable Implement electronic procedure into original process improvement Modify Process Observation Worksheet to reflect decreased time for order routing and submission. Document control is increased as all docs are housed on one server as opposed to paper copies floating around the facility Example: Doc version 2.1 Date modified 1/1/2016

CONTROL Implementation will happen in all areas simultaneously to ensure consistency.

CONCLUSIONS Streamlining the ordering process is essential in maintaining consistency, accuracy while reducing overall operating budget. Document control is made easier and more efficient with the use of electronic submission. This process improvement will allow us to handle the quick growth of the center without compromising customer satisfaction.