Illuminating Britelite’s Internal Services for Success Strategy for Process Improvement

Project Concept Our Goal Improve Britelite’s Procurement Process Today we will: Set the foundation for project success by: Reviewing the project plan and identifying our implementation strategy for the project

Agenda Project Scope Project Schedule Project Cost Quality Measures Resources Team Motivation Communication Plan Risks Mitigation Procurement Plan Project Deliverables Project Summary Lessons Learned

Project Scope Purchasing Vendor Receiving Asset Management In Scope R&D Procurement Process Accounting Human Resources Customer Service

Project Schedule (Key project milestones) Total Project Duration 129 Days 1/1/10 – 6/30/10 Procurement Process Matrix Workflow 3/1/10 Document Standard Operation Procedure 4/7/10 Software Analysis & Design 5/5/10 Software Development Testing 5/20/10 Implementation 6/30/10

Project Cost Budget = 50K Support Service 37K Software Applications 6K Admin and other 3K Reserve 4K

Quality metrics Procureme nt to Payables Workflow Real time feedback through nominal group techniques. Benchmarking with market standard practices. Peer Review. Standard Operation Procedures (SOP) Simulation tools. Comparison with best industry practices Third party review. Software implementa tion Reliability by code audit Performance by testing Availability will be measured by checklist.

Resources TEAM FAB 5 RESOURCES PERSONELL: Team Fab 5 work. Highest cost on budget with 60%. HARDWARE/SOFTWARE: Team Fab 5 members will use their own computers. Included in personnel cost. OTHER: Team Fab 5 members will use their own offices for main coordination when not at Britellite. BRITELITE RESOURCES PERSONELL: Britelite will provide management supervision, 3 SMEs and 1 key stakeholder per department at no cost. HARDWARE/SOFTWARE: Britelite will be provide, existing computers and hardware for installation of new software. OTHER: Britelite will provide meeting rooms and facilities for coordination on their offices at no cost. EXTERNAL RESOURCES PERSONELL: Team Fab 5 has budgeted two (2) IT technicians for the software installation phase. Approximate cost of 20%. HARDWARE/SOFTWARE: Team Fab 5 will procure necessary hardware and software. Approximate cost pf 15%. OTHER: Printing outcomes, presentations and manuals. Approximate cost of 5%.

Team Motivation Forming Storming Norming Performing Adjourning

Team Motivation Roles & Responsibilities Team Lead Resource 1 Resource 2 Resource 3 Roles & Responsibilities Roles & Responsibilities Roles & Responsibilities Start Date End Date

Communication plan Group Meetings Virtual Meetings Share Point Status Reports Conference Calls One-on-One Meetings

Risks ! Incompatible/ Defect Software End user lacks basic computer skills Resources unavailable for project responsibilities

Risk Mitigation Plan Early identification of requirements Fab5 Organizational Assets Incompatible/Defect Software Britelite monthly computer training Identification of staff for training End User Technology Training Early engagement in process Contact with functional managers Overlapping Roles and Resources Availability

Procurement Management Plan Conduct Procurement Make or Buy Analysis Fixed Priced Contract Request for Proposal (RFP) Administer Procurement Use of Scorecards Analysis Technical Capability Plan Procurement Needs Software systems

Project Deliverables Procurement Software System Automate Procurement Process Standard Operating Procedures Define Procedures used in Procurement Process Procurement to Payables Workflow Identify Interaction & Communication across Departments in Procurement Process

Project Summary Purchasing Vendor Receiving R & D Incomplete purchase requests Purchase orders not processed in timely manner Purchase orders incorrect/not complete Missing information required for delivery of goods Poor tracking of deliveries Equipment not received or not as ordered Existing procurement process is manual

Lessons Learned Clear understanding of definition of project in regards to having an “end” – initially proposed ongoing support as deliverable item Importance of including project management activities and sign-off tasks for all phases/milestones and key deliverables in project schedule Project scope is clearly defined - including identifying items that are in scope and out of scope Quality metrics refers to quality of project not the quality of the product