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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. B.ii.
For Meeting of: June 15, 2021
ITEM TITLE: Presentation on Lean process improvement project for
Procurement Card program (P-Cards)
SUBMITTED BY: Maria Mayhue, Purchasing Manager
SUMMARY EXPLANATION:
The State Auditors Office was asked by Kimberly Domine", Financial Services Manager, to train
a small project team consisting of City employees in several departments who are key members
in the monthly P-Card process from making purchases to submitting records, financial auditing,
and bank payments.
The SAO provided a Lean Specialist to train this project team over the course of several
sessions on Lean effectiveness and efficiency principles and methodology while facilitating the
teamwork needed across many departments to achieve the recommended targets.
This presentation will include a summary of our process, the proposed improvements considered
and implemented, and the benefits realized for the city.
ITEM BUDGETED: NA
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
ATTACHMENTS:
Description Upload Date Type
D Flandout for Presentation on Leary Pr ess Immo ment /1/20 1 Presentation
WITH RESULTING PROPOSALS
111 Introduction
SAO Lean Specialist was asked by Kimberly Domine', Financial
Services Manager, to train a small project t eam consisting of City
employees who are key member s processing P-Card submission,
financial auditing, and bank payment. SAO Lean Specialist was
asked to train this project team on Lean principles and meth odology
while facilitating their work to achieve the targets listed on the P-
Card Kaizen Chart e r Doc ument.
KAI:�ryq�E
r.
IEN a FOR THE BEfI£R
111 Targets
► Ensure Policy supports best practices
► Ensure all expenses are properly supported, reviewed, and
approved by auditing officer prior to any payment being made
as required by state law (RCW 42.24.080)
► Effectively decrease processing time
► Make credit card payments by the deadline that maximizes our
rebate
Lean methodology
IPfr "Lean is a methodology applied
to process
r°
c ess
improvements
for all
kinds of work - from manufacturing to services industries. Lean for
r
government helps break down complex processes into individual
steps.
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This leads to innovative, new ways of making existing work
more efficieni, custom,rfocused and change more empowering
for staff." ,,.„.,.5,,„,.,,ipau.,m,,,..,t,,,„mw„,,-,,-
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Improvement
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process
Continuous
improvements to pro
Rplem000s*.tf!::,tr-„s-s-s-' ,
thodology -
impro ._
Lean Me
propose
matter experts
proposals
approve P
changes
Subject management apr- approved and remove
Sponsor and manug implement ,c,„entation
°'. matter experts .. . .
implementation
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support1
management and for more
I.. Sponsors a
looking
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TEAMS
Subject matter expert
0, . provements
11 '
) Ann
(Finances ' , ez (ITS),
Borgman - Rodriguez dra
The Team
included Teresa
• cluLA- • anc-,,
67,t) Alejan •
berly created at
with Kim s crea
in Thompson (Fin(Purchasing) event management
for this project_ _ tpur_
ecial d t learn
members Jeanne . , . ....yhue i
Asp- and tearn.H-o input
), J
ow, Team n (Finance(ypD), Maria mu t
project
n
Sponsor.. . key supervisors. .n the kal-ze
and
provide _ few
Northrul-.e Hubert acting as ID invited
departments to jo' thinking tured a
cap
Stephanie
c..
a kaizen which
depar._ _ _ ,s current The team
r)omine _ :_4. of the
n across Cityr the tea m proposals.
the- mid-point
members from methodology,y hear in the final
people team methoaL:, included_ the 8
about Leanld
H like to see event from
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key points
who attended.
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Interesting Facts
► At the time of our Lean exercise, there were 311 Cardholders in
the City
► 109 of those Cardholders had transactions in December
► General Fund receives rebate dollars for paying statements
early - $37,854 in 2019
► Police and ITS have administrative department leads which has
greatly improved processing accuracy and timing
► WA State Auditors base their audits on what is written in our City
Policy as well as WA State RCW
00. P-Cards are used for supplies, recurring charges
(phone/internet), and travel
Transaction
Timeline
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Lean Principles to Remember
Standardization
p• Providing clarity for employees and consistency for measuring metrics
10•• Achieving the
highest level of efficiency at final processing
happens when
the input received is in a standardized format on a predictable timeline. ,,e-,,,t':•:•.::i.otoonatim.tal•!.:,-,,:-!_::,,;,.,-;,,,„„-::::,,,,„„-:;::;:c.'„'. ----
.,.,.,,,,,,,,,,,..„:„:„.„7„,2„,,,,•,,,,,,,,,,,,,,,_,.„,..,,,..:.,,,,,,..„„„„.„,t„,.:„::::,..,__,--------.-..
,-••••••,_,_.,,.._..,,.,,„A,...,,,.....,,,„,,„::,,:,..,:„„.:.:._._..
i*. Eliminate Waste .
o, Over-Processing = requiring multiple approve
approvers slows down the process when -'1111:1111117,',',1111111110,12,11
only card-holder and a final approver is required for the Finance Department.
Right-sizing the 111 approvalswhat
needed.
0. Defects (aka not getting I expected or require) -= eliminating (Or at least 111111Ainimmies
reducing) rework done in Finance allows work to be done faster and provides ,pi.,i,,,,„:,.i,,,,:,,I,!,:.:iti,L!;!::?,,,;!iiii;tj!t,:!:r:,!ffr!.,:,j:frr::!..!r..!f;„,,i.._!.:,ra„,!..!,,al.:i:r..,!!..,_.i:..,:!.!.i!.r_,::I,,,,j,!ji,,,:_,r.,a.„._ra,•„.a.f.!,.!•,ia,j,,i.„.!.:!a,,iap:H,ziiiiz;1,,.;,I,,I,,I1,,,I,Is,
time for staff to focus on other priorities.
i. Non-utilization of talent = waste can multiply if staff members are taken
from other value-added. work because they are spending time in wasted
activities such as tracking down information that should have been supplied
on first submission and/ r putting Finance in a position to track down
information that is more clearly known by the Department (keeping work
close to the Source)
0. Waiting = missed submission deadlines delays work being completed and
impacts the opportunity for maximizing bank monetary rebate
Lean Principles to Remember
111
System Thinking
P-Cards are one process in the larger City management system. When P-Card processing
is delayed, then also General Ledger updates are delayed and subsequently there is a
delay in management team visibility to spent money and current budget status.
OP Systems, not silos - all departments and all employees should be viewed as a part of the
City rather than looking upon their work as an isolated department and prioritizing work
only important for their departmental needs.
00, Keep Work Close to the Source
• When work is done close to the originator, accuracy is improved and the answers are at
hand so work can be done quickly. When process steps downstream need to collect
information from work done upstream, time lag and lack of detailed understanding
reduces accuracy and takes much longer making connections and interruption
communications between multiple staff members to complete the work.
Supporting work close to source in the departments requires that upstream requirements
be clear and understandable to those involved in the process steps. It is important for
upstream requirements to be communicated on the minimum required needs first and
foremost, with helpful or desired needs requested at the appropriate level.
to
1111
online bank capabilities
SUGGESTED
Cardholders to use submittal se
purpose
c HANGES
card
policy,Encourage Ca' monthly
•. mo,
to know '
responsible Finance
1 . . , submit
.......,, _.....::.:.:.,..____
res
review 6'
m nt approversraarcey of submittal tocument and add
d accuracy
tax document a..._• ,."".„....:.,-.0„;‘,,,,,,,alitv„,„„,,„„,,,„„,::,,,,,,,,,,„„:,:s„,,•„,,•,.:,.„„„:,,,,,„,„,.,,,,
2. Department an remove . received .
of purchase,
modified to
rvices
4. /c.e .
oduc1/3
log - yet still
isk4,0**„.„,„„„,„„:34,,,,,,,,,„,":","::,,,,..„•,,.",,,,,,,o,,,-----. _.„---.....„_„-s„. ..--,4,
Transaction log . that pr
•
ction
.vit„:".,„.„.: ,:::,„,„,„„,.„.„,„,,,„,,,,,,,:,,,,,,,,,,,,,,s,„,„.•s,„.„,-„,„:,..„.,,s,_ ,, .,
3. ..,,t attesting rs on transaction sciite,,A,,,,,,o,„•,,s,!,:::1,!„,, ,I,,„•:,,,.,s,,,,,':..,,,.±4,44:04,AO"-, , ,';s:-,a''
statement
f rinnrovei
for that
umber of approvers
, : 7: _, ,:,,,,:is:::,,, ,,.:....,::...,,,„:„.„,,,„,,,,,,..,: _,....,....:,„;,::
say.„,_,_,,,::„,,,,,,,,:,,,,,„: ,,,,. . .,:7,:E,,,,:::,,,,,":::
4. Reducing n
MLA
beyond "usual purchase"
following
that is
n attached
ChaSe
tio
explana 1
5. Any receipt/purchase
requires , l'..: •—s---,reti,„, ,,„,,,,,, ,
rpcp, ...,
I Plans (GSA)
if
month and
get
Cardholder
of
d to
Rates for Trave
• 1 Oth
Refer to OFM
• ___ e is
need to plan ahead
6.
• . n to FillaHc
submission office, _ . might
Monthly s is out of
and
7.
,„1,, ia.r
or have back-up
Cardholdertheky_up
early special circumstances
submittal in
have
.
TBD
Police .
waivers -
8. We know te
ara Policy
& Fire ha
need separate
-ry,
t t
Is
F�t
► Proposal # Encourage all P-Cardpurchasers
to use
theprocessing n. Y �
of . e , .. . .
manage their monthly r econciliation
••_
create M
submission documentation in
that
x.,
fr"
Z--s
methodologyand format become
the .. ..:..x
•
start of 2021 . Online reconciliation includes adding
Account Num bers and Descriptions
to the ind�vidual
urchase linesprior t xor
o e ortin data to excel p
otherappropriate
. �{
r§'4�•a�.'.+43rs�+ sn'£:c;.r,.:.-surs,i F
► Proposal #2: make modifications
and to the
Transaction Log Form.
,.....,.........,,.,,_ _,:::„.:„,:::,_::.,,,.,„,„.......
,:dnot_ _ ::„.s.:,s,s;,_:: „,„„.,.,.,...,...::::,:::,:;::„i,:,,,,,i,,isi„,,, 401
Proposals 1
, ,__ ..,„ s.,,,.., ..
,,,,,e,„„„ .,
.. ,
„,„:„„:,_,,,,,„,:,,,,„:,,,,,,,,,,„,
------,
Proposal #3: We believe that several elements of the ,4 � * � r
. •
current policy are best practices and align with City1,,,,,,,,,,,,,i4;;;;;;; ;,,,,,,,,,nossa
4,,,.,:,„„,„,„,,,:„.,,,,,•:::,„,,,,„:„,:s„,„:„.„,„"„""„,,,"„:„--,....,,,,,,,,,,,...„.01,
„,,,..„„„,,„,„,„„,:s.,,,,„,,.::,:.::.,.:„..„.,., .,,,
r
xcci
goals, but are not currently being
..� � ,�,.followed ever oe• -
t
ce.tifk2 -igrt ._:*.,:,:,,,
.aoomsgiroeoisi.
Therefore, we ask that these items be retained and re-
boosted :,,;i.z,Aiz,,..;.zc,:_ggu
,,..,,,..„„:„:„.,„,„,„.„,.,„:„,"„,":,",„,„,„,,"..,,,,,,,„„,„,,„„,.,,,„,,„,„„,„.,„,.,„,,,,:::„,„.„„.,,"".","",.,,,,„:,,,"",
by managers in their departments and -==µr
ii""i": -r:--4-t-7-'-gtmi"-"'
„..,„.„„„,:„.„,„„„,„,„„,„„,„,.:„.„:,,:_::„.„..„:::;;,;,.,.,.:.:::„,„.„,
SA:Y
highlighted in P-card training. ,____,...„„„„„,„,,„,.,,,,„,,,,,„„_,„:„:„..,„:„:":::___ _
,aus...„,„,,.„,„„,„,„„,:,,:,,,,,,,,E,„4„,„:„.„6„,„„:,,,„„:„.„:„.„..„,:::,....,..±:,:„.„::,,,,r..:::_„:„
}
,.. .....,.:_,..„,„_„„,„„:„„„:„:„.„„,,,,,,,,,„„,,„:„:„,„:„:,:,::,,,,,,,,,„,:„.„,,,,,„„,,,„,„:„,:„,„„„.,--,"„:,,.,,
,,,..,,,,„,,,,,,„,,,,„,,:p.,,,.„,„,,,,,,,,,,,,,,,,,,,,,,,„„,„,
10. Proposal #4: In complement to Proposal #3, there are �j: v } #
in,
„...„
,„i,g2o.o,,
e
several elementswe to modified, deleted ,.,r,:,.,:..,,,,,,,,-s.,,,,,,
be .. . �.�:
and or added to the current P-Card Policy. s
iri„,:v,:-,,,,.:,,,,„,„t.,..,,R.,FNmmw,:itas-k �
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5 Y=f
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•Pro osal #5. To make the work done this week
iii:itir.?:f:..!!!!!!
..„.....,..,,„:„..
-„,„.„1,0„,,„,.„„„,,,:„..„,,,,„
valuable, successfully rolled-out, and sustainable longer �.. n
:::;
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: _',.-:::.�-,':.'�:,,,,,,,,w,,,,--„Timisf,,,,i,1.!1•,,,•-,.,:,,,,,::,,,,,,,,,
term we need a tra�ninprogramand commun�cat�on ��M«._
„,::;
•E• -!!-:1.:-„..E:-:,
r'r;�i.
wr..
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`xs,,:sr:r: r,ft {u �/Sz%<c•
Itittl-4.-iimitiotittioc
�' .':<;:>:'.:;:::.:`::;;Ian• Su estions includean annual-u date-traininp �g p •
.r�.
ICE and to �ndepartmentalstaffutilize •o
d ;,r -, ::
meeting. n "
r�s:,$. „t:#�� ry., „%may.,::::'::.._.....
ikk•,:7rf!:
'.°
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,,,,.,,,,„:.,.: :--„„,,,,,,ai„,,.,„„„,,,,,,.„,:,,,...„,„. -_
--------- -- • •
#6: ProposedProposal Future State the P-Card
.„,,,-,_-----, ,
r ` ,,r:;
,„,.......,„..,,,,,,_,,,,,.., .•....":„,,,,,,,„,„..„,..,...„.:..„..„.,..,„.„,„„,,,,,,,,,,„,„,,,,,.:„. „
,.,.,r:#��#try#�,,:,x,�:;�:.�< .,r,r=r�;, ,,,„„,,,,,,..
Process. Ideal would be. All Transaction Log Packets . } i
r
,or
rr�r �::
P
................
,,a
llitilietn.- !,.,,,,,,.,.,,,,,
,�#mot
Com leted Accuratelyby the Department follo��n•p
their
definedv
,,,, .,..
R i
.„,„,,,„,...,,:,„„,„:,,,,,,.„,,,,,„,„,„
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ece ed �.
in Finance, Audited Prior to Paying thMonthly
e ",„:„:"Hi .:„:„.„.,„,„,,:,,„:„:,,,,„..:„„:.,... ..„:„.:,,,,,;:;„„c„,„:,:„. „....•_:.
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,moo:;=�:�.,, rr.r
..........
.........:
Bank Statement.
rr�r ,.
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,: .........N •ems............... . ....
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a+l'tn� f2f+ltA+.1�7 Ff'1€Af,Y Mt-3+9E'f3:;,inN
AtN�.ESTRAME POLICIES
Policy FPARIIIRT Fie....„ euriGRifl4J r
fg¢CMI dl9E.ii.•+9+th
-Card
tEB.a�ti>r-1.++• t +a�aumfR.rFai;aa:
PULL:PRO,t C WU.
PFRtpC>'Sf
the MM.a.1 Mg/
•?a•V3 a►tXrOeraxa#i adlgri to/tee.d!aale0.,inti fdµ.,
• 'v sugmvsi;au�•as a+H,e�esiE:ka;•ris.
• ea¢s7H,ai �ta4Gt✓a+h7t?late a;mm ax,ar4 asctvx 5+,�,
•?n aiiyYare aim flbh.mtititp L�iFta rti a:ta 3 tailov r�r,stir
► Delegation of Authorityand Authorized Use Streamlined definitions �.� � .��� {a�e�fare: aro altrara
GY/c':¢�n.�aa:d vc:i=�t"ar"amc to be wecl x�L�w�'3 t>ed.+Re,rtt�.ttac.s ne
yP�CCii'�97M+�MC1tit7�F TF at'i F7,:A"kC�,9 i'�ki*+64:,I'*d G.d1'6.PC�i"JM-'i6 7%:3i
t.$a'LXi:lp<;..j<:'a�;+ if x i;Case;;d,Xer,ma,.
► Policy Knowledge Cardholders and Final Approvers commit to review
bC7.`3 4::t:.F?'!�P�?K{"..Wit.'!�►FraFx[P q'► �Y n!�+�'.�r=?ir[�.
• y including and follow Polk , updates
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► Transaction Logs due to Finance by 1 Q of the month
► Exceptions Must be occasional, documented, promptlyandpre-
approved communicated,whenever possible
► Tipping Guidance simplified
► Prohibited Uses pp p Updated section clarifies a ro riate uses for P-Card
► Fraud Prevention Improved reminders and clarifiedprocedure
► Transaction LogSimplified review and approval
pp
► Online Access Cardholders encouraged to access statements online as soon as theyg
become available
Training for Cardholders _
1
Points
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► Temporaryemployees ma not have a P-CardtqoY
► You must follow Purchasing Policies when using P-Card
► Nothing ordered with a P-card should be sent to a non-business address
► No meals on P-Card for non-employees without Director's pre-approval
•
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Benefits of the Lean Exercise
0. Reduced processing time
0*. Improved compliance with internal controls
▪ The new streamlined process is working for our P-Card program users
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atirn!15.11 ' CONTINUOUS
GRADUAL
3,11114141 POSITIVE - cii051411.11:0.4
IMPROVEMENT '
- ,
414
A ny �► u - sti • ns ?
*CONTENT C'EiIII• E:RA HENTZ, LEAN SPECIALIST, CENTE FAR G•VE'NMENT
INN•VATISN
•FFICE •F THE WASHINGTSN STATE AUDIT* ' PAT MCCARTHY