STREAMLINE PRODUCT ORDERING PROCESS TECH PROJECT CHAMPION/DEFINE PHASE

PROJECT SELECTION Project # 1: Streamline 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. Project # 2: Create a online Helpdesk for requests made by Lab staff. Track, assign, and fulfill request on priority/ability basis.

PROJECT SELECTION MATRIX AND RANKING Project Criteria#1#2 Likelihood of success97 $ Cost/revenue Impact107 Lab staff satisfaction99 Direct reports(Media Techs, Admin Asst) satisfaction 78 Completion in 6 weeks

PRINCIPLE STAKEHOLDERS Research Facility Administrator Media Tech staff Administrative Assistant Environmental Health and Safety Lab staff

BUSINESS CASE This project idea grew from the need to ensure uniformity within the Media Tech staff in regards to consumables distributed throughout the Wells Center for Pediatric Research. Through this newly created process we will streamline the ordering process, keeping stock levels at an acceptable level as well as creating consistency throughout the center. David Schippnick (Research Facility Administrator ) is the Project Champion and would like to implement this policy/process by the start of the 2016 calendar year.

PROBLEM STATEMENT Consumable orders are currently being placed by each Media Tech for each of their respective areas. This can lead to large excess in stock supplies as well as inconsistencies in consumables(Non EHS approved supplies) through out the center. A streamlined ordering process will allow the Center to efficiently adapt to Environmental Health and Safety’s policies and ensure that all supplies and consumables are meet the specified requirements.

GOAL STATEMENT & DELIVERABLES Goal: Streamline the consumable ordering process by have one individual place all orders and track shipping issues. This policy will be implemented by 1/1/2016 Deliverables: Process documents. Who does what and how Updated order form( All techs will order from the exact same form Lower stock levels and less supply returns

PROJECT SCOPE. The project scope is to streamline the consumable ordering process through a single person who will be in charge of not only ordering but also tracking shipments and following up with items that need to be returned. Funneling orders through one person will allow us to control stock levels and ensure consistency within the products being distributed through out the center. The project scope includes the creation of a up to date order form that all Media tech’s will use.

PROJECT SCHEDULE Project PlanTarget Date Start Date:10/1/2015 Define:10/5/2015 Measure:10/26/2015 Analyze:11/23/2015 Improve/Control:12/11/2015 Completion Date:1/1/2016

STAKEHOLDER ANALYSIS Stakeholder Impacted By Can influence project outcome Content/process expert Control Resources Has decision authority Meet with regularly Invite to meetings Copy of minutes No communication needed Responsible for communication Research Facility Administrator xxxxxxxxRFA Administrative Assistant xxxxxxRFA Media Tech’s xxxxRFA Center lab Staff xxRFA

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

ROUGH ROI ANALYSIS By streamlining the ordering process within the Wells Center you will gain the ability to adapt your required changes with lab procedures. This will also let you track usage and easily keep appropriate stock levels in order to reduce overstock and waste. Finally it will allow the Research Facility Administrator to easily track all financial aspects of this process including usage, inflation as well as shipping. Having one “point person” who completes the order and tracks shipping will keep the Media staff organized and fully stocked at all times.