1. A3 Miscellaneous Sales Reporting Workshop 2013 DES Training Conference & Trade Show Presented by Jessica Cole and Tim Shay October 29, 2013 1

2. 2 A3 Workshop Plan 1. Clarify the problem 2. Break down the problem 3. Set a target 4. Analyze the root cause Do 5. Develop countermeasures 6. Implement countermeasures Check 7. Evaluate results and processes Act 8. Standardize successful improvements

3. 3 Clarify the Problem Miscellaneous Use Entry Table in the Contract Usage Reporting System as a convenience for vendors who cannot find the correct customer number. Recorded Misc Sales: –2011 $31 million –2012 $38 million

4. 4 Break Down The Problem

5. 5 Pareto Principle “80% of the effects comes from 20% of the causes”

6. 6 Set Targets

7. 7 Root Cause Analysis: 5 Whys

8. 8 Hypothesis

9. 9 Develop Countermeasures

10. 10 Implement Countermeasures

11. 11

12. 12 Evaluate Results and Processes

13. The number of transactions entered into the Miscellaneous Usage Table has decreased 65% from 2 nd quarter to 3 rd quarter in 2013. Currently there is $0 in the Miscellaneous Usage Entry table. 13 Results

14. Attempt not to use Miscellaneous Sales If unable to find agency call for assistance or refer to Contract Sales Worksheet. https://fortress.wa.gov/ga/apps/garpts/Usag eWorksheet.aspx If assistance is needed after reporting call for assistance. 14 How Vendors Can Help

15. When order goods and Services please do the following: –Refer to your customer number on purchase orders and other communications with the vendor. –Refer to your parent name not your individual facility name. (Example: Western State Hospital should be referred to as Social and Health Services, Dept. of) 15 How Customers Can Help

16. Questions 16 Tim Shay Department Enterprise Services, Contracts and Legal, Master Contracts and consulting tim.shay@des.wa.gov 360-407-9410 Master Contract Usage Agreement https://fortress.wa.gov/ga/apps/ContractSear ch/MCUAListing.aspx