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Success Stories

Purchasing Process Efficiencies

Requisition Process:  Increasing Purchasing process efficiencies

The Department of Health, Seminole County realized numerous benefits from their Kaizen event, led by the department’s Kaizen event leaders, Chris Bujak and Pam Vecellio.

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Gap

The Purchasing department needed to reduce the transactional cost of goods and services procured by the department.  A reduction in costs of items by $18,000 within 1 year was needed and a reduction in process time per purchase order.  The event focused on the top three identified commodities, promotional, contract and items over $1,000.

Approach / Methods

  1. Established improvement goal
  2. Mapped out the process Value Stream and Sub Process Map
  3. Collected current data and information
  4. Conducted Kaizen event (5 days)
    1. Understand the current work processes (process maps & Going to the Gemba)
    2. Identified, analyzed wastes, and prioritized improvement focus
    3. Root caused high priority wastes
    4. Identified and prioritized solutions
    5. Developed and tested solutions; learned lessons from tests; developed standardized work and training material
  5. Installed solutions and established continual improvement system for measure tracking and team feedback.

Solution

  • Redesigned process to eliminate wastes and redundancies (particularly in the quoting and approval areas)
  • Created process to obtain multiple quotes for comparisons, and negotiate as appropriate as part of the integrated and consistent work process
  • Use one method of supply/service request
  • Provide reference information for completing tasks
  • Decision making guidelines and job aids to help identify needed and correct information
  • Identified preferred suppliers (quality and price) for requisitions to use

Results

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To read more, this project summary can be found on the Public Health Quality Improvement Exchange site: Requisition Process