Value Stream Mapping Event

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Value Stream Mapping Event UW-System P-Card
Process July 21 August 18, 2008
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Participants
Participants
Shawn Kelly UW Oshkosh
Red Darland UW Oshkosh
Thomas Stodola UW Platteville
Carol Rauch UW Platteville
Jill Laughlin UW Superior
Joan Altman UW Superior
Gail Anderson UW River Falls
Sheila Hinz UW River Falls
Lori Voss UW System Admin
Michael Kraus UW System Admin
Ginger Hintz UW System Admin
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Campus Objectives

• Streamline P-Card process, improve efficiency and
  make more user friendly
• Increase of P-Card Holders/users
• Understand P-Card process
• Find waste in the process
• Find opportunity for improvement in Training and
  Processing
• Increase spent with P-Cards
• Reduce quantity of P.O.s
• Reduce number of Direct Pays
• Reduce number of General Ledger Transfers
• Have the proper controls in place
• Identify what affects purchasing behavior
• Prevent confusion w/corporate card

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Current State UW Platteville
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Current State UW Oshkosh
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Current State UW Superior
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Current State UW River Falls
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Future State
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Future State
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Future State
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Project Metrics Goals
Metric Current Future Net Improvement
Lead Time 52.6 days 19.2 days 33.4 days
Process Time 189 minutes 106 minutes 83 minutes
Complete and Accurate 90 92 2
of Process Steps 16 12 4
UW Platteville Application, Use Payment
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Project Metrics Goals
Metric Current Future Net Improvement
Lead Time 25.5 days 19 days 6.5 days
Process Time 397 minutes 357 minutes 40 minutes
Complete and Accurate 95 99 4
of Process Steps 22 20 2
UW Oshkosh -Transaction to Payment Process
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Project Metrics Goals
Metric Current Future Net Improvement
Lead Time 37 days 20 days 17days
Process Time 235 minutes 155 minutes 80 minutes
Complete and Accurate 95 99 4
of Process Steps 28 16 12
UW Superior Application, Use Payment
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Project Metrics Goals
Metric Current Future Net Improvement
Lead Time 37.7 days 14.5 days 23.2 days
Process Time 197 minutes 131 minutes 66 minutes
Complete and Accurate 94 95 1
of Process Steps 19 12 7
UW River Falls Application, Use Payment
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Future State System Action Items

• Develop online application approval
• Develop electronic application
• Exempt lt 5000 P-Card Purchases from Mandatory
  contract requirement
• Add Vendors on MDS
• Develop P-Card Web Based Training
• Develop ready reference for best purchasing
  option (matrix) (3)
• Ensure Mandatory State Vendors Accept P-Card

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Benefits to Date

• We now are able to
• Apply Value Stream Mapping to other processes
• Understand entire process end-to-end
• Learn from best practices at other campuses
• Leverage UW-System resources and staffing
• Encourage a culture of continuous improvement

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Anticipated Benefits

• Increase use of p-card
• Increase customer satisfaction
• Eliminate redundant recordkeeping

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Resources Time

• How to accomplish the Future State?
• Get management approval and continued support to
  go ahead with the improvement plan
• Value Stream Manager to keep the Steering Team
  updated on progress
• Time and resources to implement
• Allow the team time to meet on a weekly basis to
• implement the remaining actions
• drive continual improvement
• DELIVER THE FUTURE STATE

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Thank You

• Questions?