2. TECH 50800 Project Bank Card Procurement Process Analyze Phase Date: 11/19/2014 Dave Shoffner

3. Brief Review of Project Charter (Problem and Goal Statement) Problem: The issue or problem is the amount of time required for the purchase of an item via the BC process. The time between identification of a need and the purchase of the item or service and the time spent on preparation of the purchase constitute the issue. The function of BC procurements is done by a person known as a BC Holder. This duty is collateral or secondary from their primary assignment. The impacts or “pain” of the issue are: 1) Consumes time from the stakeholders: Requestors, BC Holders and Approving Officials/Reviewers 2) Lowers morale because the process is time consuming and perceived as arduous 3) Lowers productivity because research is slowed or stopped when waiting for needed items and time is spent on a collateral duty, not primary duties. Goal: Reduce the amount of time from identification of need to purchase and time spent on preparation for items being acquired using the BC process so staff will have more time to work on primary duties and research activities will be delayed less. The time reduction goal is one day fewer from the identification to purchase interval and 5 minutes from the preparation of the purchase. The project is estimated to take 11 weeks.

4. Brief Review of Project Charter (Project Scope) The process being reviewed begins when a researcher identifies a need for an item and ends when the BC holder has a completed PR and may place the order. Within the scope of this process are the steps of definitizing the item to be purchased, finding an appropriate vendor, assignment of funding, obtainment of review approvals, and final approval. Receipt of the item, record of verification, and cost allocation are not within the process being reviewed. There are no funds available to the project and the mandated computer systems will be utilized.

5. Brief Review of Project Charter (Stakeholder List) Principle Stakeholders Champion Requestor Person with need for item to be purchased BC Holder Person who makes the purchase Approving Official Approves the purchase BC Program Analyst Manages the BC Program & Holders Budget Commits Funding for purchase Secondary Stakeholders IT Department Health & Safety Property HR (training)

6. Updated CTQ Tree(s) CTQ POV PIV Item Info Request Urgency Thorough Description Green, mandatory, SAM, 508 Market ResearchSource Price Item Info TimelinessApprovalsApprovers Availability (incl. AO) System/Technology PR GenerationItem Info PRC Funding System/Tech Funding codes $ - available for use (commitment)

7. Updated CTQ Tree(s) CTQ POV PIV Green, mandatory, SAM, 508 Market ResearchSource Best Value/Cost Price Time for Research Item Info Request Urgency Thorough Description

8. Updated CTQ Tree(s) CTQ POV PIV Requester Preference Request BC Holder Preference System/Tech One Process Requester Preference PR GenerationBC Holder Preference System/Tech

9. Data Collection (Pilot of 32 purchases) Process Obeservation Worksheet Step -->12,3 4,56 7 8 910 Number Date Need Identified Time for Market Research (min) Date (if different than previous) Time to Generate Request (min) Review Time by DD or BC Date (if different than previous) BC Holder Review Time (min) Purchase Code # approvals req'd Date Pre- Approvals Complete Approving Official Review Time (min) Date (if different than previous) FCO Funding Time (min) Date PR Complete Total Time Spent on Processing (min) Elapsed Time (day) Notes (comments, issues, good points, barriers) 111/3/20142 10 2525111/3/20142 1011/6/2014343 211/3/20142 6 102617111/3/20142 1011/6/2014303 311/3/201430 8 102224111/3/20142 1011/6/2014603 410/17/201425 10 22629110/17/20142 1010/23/2014496 510/17/201490 15 2615110/17/20142 1010/23/20141326 610/17/201422 10 2525110/17/20142 1010/23/2014546 710/6/20145 8 82565110/6/20142 1010/7/2014331 810/1/20140 10 22629110/1/20142 1010/1/2014240 99/24/20140 10 2258319/24/20142 109/26/2014242 109/23/20140 15 45262919/23/20142 109/24/2014721 regular chain of approvals not available for very urgent PR; walked PR through 119/22/20140 10 45262919/22/20142 109/22/2014670 regular chain of approvals not available for very urgent PR; walked PR through 129/18/201420 10 2262919/18/20142 109/22/2014444 139/4/201415 10 2262919/4/20142 109/4/2014390 149/4/201430 10 258819/4/20142 109/4/2014620 communication w/this company to get a quote was difficult. 158/21/201415 10 2256118/21/201428/28/2014109/2/20143912 110/30/201315 50 26151 2 1011/6/2013327Plastic bins orderd through GSA 211/12/20135 50 26150 2 1011/15/2013223Printed material 312/19/20135 50 26151 2 1012/20/2013221 412/20/20133012/23/2013150 26290 2 1012/23/2013573 Conducted extensive market research because preferred vendor could not deliver 52/12/201410 50 24110 2 103/5/20142721PR to cover cost of color graphic in journal 62/27/20141 50 23500 2 102/27/2014180Rental from sole source vendor 73/5/201430 50 31472 2 103/12/2014477 Computer monitor requred more market research to meet researcher specs. 83/6/20145 50 25410 2 103/12/2014226 93/12/20145 50 25611 2 103/18/2014226 Required SF182 which must be completed before FCO can fund it. SF182 approved prior to 3/12/14 103/26/20141 50 23470 2 103/28/2014182 114/3/201415 50 26150 2 104/10/2014327GSA purchase 124/10/201410 50 25880 24/15/2014104/17/2014277 AO approval date not the same as need date 137/22/2014307/24/201450 26150 2 107/24/2014472 extensive market research by requestor prior to submitted to PC holder 147/24/20141 100 25880 27/25/2014107/31/2014237multiple lines took longer to create PR 158/8/201420 70 26170 2 108/12/2014394 1610/3/201410 50 25610 2 1010/9/2014276 Required SF182 which was approved prior to submission 1710/3/201410 0 24110 2 1010/9/2014326

10. Data Collection (Pilot of 32 purchases) Summary Statistics for Elapsed Time 3 Mean4.483870968 Standard Error0.763228806 Median4 Mode6 Standard Deviation4.249478146 Sample Variance18.05806452 Kurtosis6.719675561 Skewness2.041741906 Range21 Minimum0 Maximum21 Sum139 Count31 Summary Statistics for Total Processing Time 34 Mean40.09677419 Standard Error4.108306518 Median32 Mode22 Standard Deviation22.87408262 Sample Variance523.2236559 Kurtosis7.779864274 Skewness2.343562461 Range114 Minimum18 Maximum132 Sum1243 Count31

11. Graphs: Resource Code / Elapsed Days

12. Graphs: Resource Code / Time Spent Processing

13. Analyze Step (Fishbone Diagram)

14. Conclusions 1. Pilot has shown we need to collect more information about the time required by individual approvers. Adjustments to Process Obs Worksheet needed. 2. Fishbone Diagram is leading us to think data is needed about workload of the BC Holder and Budget Staff at the time requests are received. 3. Currently not able to be good detectives and determine with evidence what inputs are affecting the outputs. 4. With end of year, many on team are using “use or lose” vacation and meeting times are difficult to schedule with team members. 5. Other issues: Continuing Resolution from Congress; BC Holders using vacation.

15. Next Steps Adjust process observation worksheet to include: – Individual approver time recording – Request workload of BC Holder / Budget Staff Continue to explore different “slices” of the data to find key variables Launch full data gathering effort