Elle Keys Green BeltContinuous Improvement

Associate

Center for Excellence in Learning Through ServiceSupplies Procurement and Storage

All slides originally developed and supported by William Peterson, LeanBP.com

VisionTo develop a clear process for procurement

and storage of supplies for 8 programs by

August 12, 2018 with 100% supplies

requested obtained in a timely manner.

MissionTo educate students for leadership in service

and social justice through promotion and

coordination of academic service-learning

and student-led community service.

Problem Statement

There is a lack of clarity and knowledge of what supplies are available,

where they are located, and how to get new supplies

CharterMission – To educate students for leadership in service and social justice through promotion and coordination of academic service-learning and student-led community service.

Burning platform – Current method of storage results in supplies that cannot be easily found or accessed, while the procurement process is about to change due to software changes.

Location – CELTS office supply closet, hallway supply closet, Arts and Crafts room, Activities room.

Problem Statement – There is a lack of clarity and knowledge of what supplies are available, where they are located, and how to get new supplies.

Sponsor – Ashley Cochrane

Project Owner – Sheila Lyons

Team Lead – Sarah Rohrer

Facilitator – Elle Keys

Team – Ashley Cochrane, Sheila Lyons, Sarah Rohrer, Elle Keys, David Wilkerson

SIPOCSuppliers Inputs Policies Outputs Customers

Sheila

Students

Finance

Dispersal of info

Oversight of

process

Paperwork

Program Plans

Supply list

Money

Petty Cash Form

Cash Advance

Form

Berea College Petty

Cash Policy

CELTS Petty Cash

Policy

Chrome River Cash

Advance

Advance Notice for

$50+

Careful Use of

Resources Policy

Rozella/Internal

Auditing

Supplies

Programs

Reports

Planning and

execution skills

Programs

Program

participants

Students

Sheila

Finance

Hi-Level Process Map

Teams PlanCommunicate Money Needs

to Sheila

Sheila Gives Money and Documents

Teams Buy Supplies and

Return Documents

/Change

Teams use Supplies

Supplies Stored and Organized

Volume = 85 requests for money per semester

WIP = 5 requests

Queue Time = ½ day

Lead Time= 6.5 days for petty cash, 7 days cash

advance

Rework = 8 times per semester (professional

staff member has to use their purchasing card)

Strengths Weaknesses

ThreatsOpportunities

SWOT Analysis

Inte

rnal

Exte

rnal

Budget lines for each programStudent LaborCreativityFlexibilityHigh expectations/responsibility of studentsGood relationship with financeSheila

Execution of PlansLag time of learning Chrome RiverVolume of other work for SheilaLack of process clarityVarying skill levelLack of defined storage spaceDepartment culture of disorganization

Potential for Petty Cash increaseSpecial circumstancesStudent LeadershipConnection to Community

Chrome RiverTurnoverStudent Communication Skills

Gap Analysis Opportunities and Priorities

Develop a sustainable organization system for

supplies and communicate that to all student staff members

Increase clarity of supplies procurement

process

Decrease necessity for cash advances based on

new Chrome River system

CELTS Supplies Procurement and Storage Current State

Cause and Effect DiagramLack Of Org.

Focus Inventory Transportation Motion

Waiting Defects Overproduction

Cluttered/disorganized

supplies and unclear

purchasing process

Over-processing

Students do not know what storage belongs where

Students can't easily find supplies

Students must check different rooms for supplies

Don’t know where supplies is, orders more

People don’t know what is available for use

Unnecessary supplies in places

People must move others’ stuff in order to use the space

Losing Supplies

Not planning ahead

Don’t know how to get petty cash and use it properly

Hoarding of things they might use later

Undefined space=disorganization

Transportation from store to CELTS vs. ordering online

Transporting supplies for program

Act of getting supplies from the store

Back and forth to Lincoln

Finding Sheila/Student

Ashley’s SignaturePlanning to when Sheila is asked

Asking Sheila to Getting money

Between buying and using supplies

Waiting for money from Lincoln

Sending advance and getting payment

Using and storing and using again

Re-asking for receipts

Tax-exempt re-ring at the store

Have to re-organize many times

Forgetting something off the list

Buying supplies and not needing it

Future State: Procurement

Future State: Storage

Action Plan: Procurement

Create an inventory of all items in CELTS so programs know what they have and

don’t buy excess

Post the inventory in easy to access places such as on

Box, in the office supply closet, and in individual

rooms

Design process guidelines for how to purchase items and take out petty cash to

reduce errors and confusion

Establish purchasing pouches for each program to decrease loss of receipts

and increase clarity of whose money is whose

Create a guideline for planning under the new purchasing process to

increase clarity during Core Staff training

Create a guideline for purchasing online to

decrease amount of petty cash needed

Decrease time spent for petty cash by creating

Sheila’s designated petty cash hour

Increase petty cash single withdrawal allotment from $100-$200 and total pool

from $400-$500

Action Plan: Storage

Create visual management expectations for each

shared space and individual storage cabinets

Create a intermediate storage area for each

program to store items to big to go on their desk

Create an up for grabs system for extra program materials to reduce the

build-up of excessive inventory

Created a kitchen space for program items to reduce food exposure, excessive

labeling, and misused food items

Designated a new space for personal up for grab items to free up the center table

for work space

Create an inventory for each shared space and

individual storage cabinet so everyone knows where

things go

5S each storage space

Visual Management:

Storage Guidelines

Visual Management/Standard Work: Petty Cash Instructions

Visual Management/Standard Work: Petty Cash Instructions

Visual Management/Standard Work: Ordering Online

Visual Management:

Supply Location Inventory

Cabinet Visual Management/Inventory

Office Storage Room Before

After

Arts and Crafts Room Before

After

Arts and Crafts Room Before

After

Hall Storage Before

Hall Storage After

Activities Room After

Standardize and Sustain

• Each space and individual cabinet that had a 5S included an inventory of that cabinet and a visual expectation of what that cabinet should look like.

• Each month some students need to work extra hours based on missed work. Cleaning out the shared supplies spaces is often a task given to these students, but without expectations the spaces never got consistently organized. The new visual management expectations allow for people to know and organize to the determined standards in the picture.

• At the end of each semester the Operations team/any other students who need hours are going to re-organize the spaces according to the visual standards

• At the end of each semester, each individual team will clean out their team’s intermediate storage bin based on what they will or will not use in the coming semester

• At the end of each school year, any general supplies is moved from team’s storage to general storage so all users of the center have access to the materials

Examples of Lean Countermeasures Used

• 5S- Space is cleaned out, organized and labeled for use• New storage bins made for each program

• Consistent organization practices put in place

• Visual Mgt.-signs posted with supplies location so guesswork is taken out of expectation for spaces

• Standard Work- New expectations for spaces defined in staff training

Action Plan Results: Procurement

Inventory created and referenced periodically

Inventory posted in easy to access places such as on Box, in the office

supply closet, and in individual rooms

Process guidelines for how to purchase items and take out petty

cash were created, posted and referenced often. Students have

really benefited from this clarity in the process and it shows it their

requests for money and supplies.

Purchasing pouches for each program has decreased loss of

receipts and increased clarity of whose money is whose.

Guideline for planning under the new purchasing process was introduced during Core Staff

training in Fall 2018

Guideline for purchasing online was created and posted. While

online purchases have not increased significantly,following

the guidelines for purchasing online(including links in requests)

has increased significantly.

Sheila's office hour was not implemented as it proved to be an unreasonable action based on the

variance of student schedule.

Petty cash request slips included in the pouches to decrease tasks for

Sheila and increase student responsibility.

Petty cash single withdrawal increased from $100-$200 saving 8 cash advances, but total pool was

not increased because it was deemed unnecessary

Action Plan Results: Storage

Visual management expectations for each shared space and

individual storage cabinets placed and followed by staff and

volunteers

Intermediate storage area for each program made and utilized by all programs. Baskets are used for transporting goods to and from

program so everyone knows where materials are at all times. Desks have also been cleaner this year

Programs have been better about sharing materials instead of

hoarding them based on utilization of the up-for-grabs system

Kitchen bins for food have not really been utilized this semester

New designated space for personal up-for-grab items has freed up the

center table for work space

Each storage space has received a 5S and remains generally

uncluttered.

Results• Zero receipts lost in Fall 2018! Compared to average of 5 receipts

lost per semester that each require costly rework.

• 8 purchases that would have been time consuming cash advances were made through the normal petty cash process by upping the allotment for a single petty cash withdrawal from $100-$200.

• 0 cash advances required for supplies purchases in Fall 2018!

• A few more purchases made online, but there was a significant increase in correct online ordering procedures followed

• Vision accomplished: 100% supplies requested by the teams for program were obtained by the start of the program without the need of a professional staff member to use their purchasing card.

Quotes of Improvement

• "Having the pouches for the supply runs has given a little bit of ownership on the teams part and made it easier for them to keep up with the receipts. Students are keeping up with receipts and more responsible when asking for funds."

-Sheila Lyons, CELTS Program Associate, Process Owner

• "It is so much easier at Walmart to keep personal and work cash separate and organized with the new pouches"

-Jake New, Program Manager

• "I regularly see programs using their intermediate storage bins to organize and transport their materials. The biggest thing is the arts and crafts organization has allowed people to know what's here and order appropriately. People seem to be sharing more this semester as well."

-Sarah Rohrer, Associate Director of CELTS

Progress Check

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