SUPPLY ORDERING PROCESS – CURRENT Department of Health & Environment – Johnson 2014 Continual Impact LLC

Program Staff Program Orderer WIC Environmental Immunization FHS Accounting Program Director Accounting Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time START: Identify a need © Continual Impact LLC Date created 2/3/14 Supply Ordering Process (Current) Spreadsheet Verbal request Sample item Complete order form Check inventory Recommend item wanted Determine quantity to order Budget OK? Request state office budget increase Yes No Phone Page 1 request Box on desk End Total time: 21-mins – 4 days 1-5 mins 5 mins mins Identify & Request Items Wait time Need to search for specific item? Check inventory of all supplies Compile staff order needs Need to search for specific item? Complete order form Recommend item wanted Need to search for specific item? Check inventory Research vendor cost Recommend item wanted Complete order form Check inventory Inquire for other items Inquire for other items with due date Complete order form Complete cost comparison, if needed Phone Excel Prior orders Internet Prior orders Internet Program excel order form Pdf form Triplicate form Share drive 5 mins Go to Approval Value Added Step No Yes No

Program Staff Program Orderer Program Director Accounting Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time © Continual Impact LLC Date created 2/3/14 Supply Ordering Process (Current) Excel order form Pdf order form Triplicate order form Obtain clarification Yes No Excel Phone Page 1 Budget Total time: 5 mins-2 days 5 – 20 mins mins 5-15 mins Approve Place Order Print off order Obtain order clarifications Forward approval & order to Acctg. Place order Forward approval & order to Acctg. Provide budget codes, ENV Order needs clarify- cation? Provide order clarifications Go to Page 1, Identify & request items Send order Approve order Provide order status Receive order status Value Added Step Excel order form Pdf order form Triplicate order form Excel Excel order form Pdf order form Triplicate order form Excel Excel order form Pdf order form Triplicate order form Excel Excel order form Pdf order form Triplicate order form Excel order form Pdf order form Triplicate order form Phone Internet 1-3 mins Go to Order Receipt Total time: 16 mins – 2 days

Program Staff Program Orderer Program Director Accounting Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time © Continual Impact LLC Date created 2/3/14 Supply Ordering Process (Current) Yes No Phone Page 1 Total time: 15 mins – 4 days mins 5 mins Receive Order Move to correct location Items at correct location? Go to Page 2, Place Order Receive order Send shipping documents to Acctg Value Added Step Phone with Facilities & other program area Excel Mail Scanned or original packing slip See Accounting Receiving Process

@ 2014 Continual Impact LLC SUPPLY ORDERING PROCESS – FUTURE Department of Health & Environment – Johnson County

Program Staff Program Orderer Program Director Accounting Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time START: Identify a need © Continual Impact LLC Date created 2/3/14 Supply Ordering Process (Future) Kanban card Service request form Budget OK? Yes Share point Page 1 Preferred vendor list Standard supply items Share point Total time: 21-mins – 4 days 1-5 mins mins Identify Need Check std. items list Complete p-card form (copy from std list or from Oracle) Place Order (copy from std list) Share point Vendor Order Form Receipt Vendor web site Prior orders 5 mins Go to Page 2 Acctg. reconciliat ion Value Added Step Request additional budget OR decline request No Store order documents in folder Share point Place OrderDocument Order Budget Codes Expense types Kanban cards Service request form P-card form Receipt Receive order Provide Orderer packing slip Scan & upload packing slip Resolve order inaccuracies Packing slip REc Scanner Share point Receive Order Receive from Oracle Save p-card form in Sharepoint Oracle P-card form Oracle: P-card Transaction

Program Staff Program Orderer Program Director Accounting Info/ Deliverables/ Job Aids/ Templates Systems Work content Time Elapsed Time © Continual Impact LLC Date created 2/3/14 Supply Ordering Process (Future) Oracle Share ponit Page 2 Oracle Total time: 10 mins – 1 day mins Reconcile Order Approve P- card purchases Send documents to TFM Image Now Reconcile P- card (1/ week) Upload documents to Image Now P-card form Receipts Packing slip Go to Page 2, Place Order End Oracle