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06/15/2021 02Bii Presentation on Lean process improvement project for Procurement Card program (P-Cards) ti i..asxntntj kd d g$Ag aY ae.. x°'naa.x,,4n 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. _Ea..„.".,,,,:.„7...",„.."..„",,,,,_,2",„_"_.,._",.m,.„."._i.l"-::::,_"-"i-","z-nu",s.t.....m."z,h,"a.E.„ot,"a..w...i...t.......,i,.t..-i...:.Ki:.._.....„i........„...i.r..,..,,.,:,„,..i.."o,.„,-„.t,.i".".....„_,z.•,.,_:..,„"..-m,"„".:.._„.„:"..w,...:.„,..,.._,.„,,,:,,„_.,:,,,.:,:„_„,:,,,,,:":,:,.,::„.„„„._„,.._,:„„,,t,:".„",,.„„,,.„.„:.i:,:,.:,„p-„.,.,„„„,i,,0,a,.,.„..,„...„t.,_::,,:„„_i.,,,__.,.:,_,i,,,„_,,_,„_t„i,o,,,,„,z_l„,o,.„_„.,,_.„,!,e„,..,,„.rn:,.,,„,,,,„„„,,_,.i„,._„„„..„i„,ki„.,,,..„,,.„,,, 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„,,-,,- o-„5,-,R p:a- ,#- tf i„mo-e:::m4:m*-a ntp„-t-„,i,- e,n- steps: Improvement Process 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 0. Subject support1 management and for more I.. Sponsors a looking continue barriers 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 7.1"'"I'"'"I'll'"7H: ''''''''''''"'4K- ,,-:r:-. i ',',:: -i.:!. I "---,4:„::, 1:7*--•-i.they would wo,its during that key points who attended. 11171* '''''.:1:'''''''''!P•it''''''''''''''''''''''''','''''''iliii: 7: ---- :: .:, ---:-,.i,,,1 ::;t:"H'TA ,ci.,,„,:ii, - :_,,,,,,_ ,,,,,z;,,,,,,,,,,,,,,,z;,„J:,,,,!_lotf"."; 1 :!':'.!' gille14::: :*„.::, ..,:iti , P-- , alill,,„; O''..- ,"",::::-."*.%7 11111-11:' lir .. 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. 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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 � t: ,, ...co.,.:-,,,`; !^ .,"„,fix v """ "" z>az- *ice �ram. ",.."c*.-z: :.,��:.t. "" - 1 „.:,,,,s,,:i, .,£:.r .:.mac; „„::,,,„,„;Prop o s a l s r~r£�r �.., ,r.:k'r.v �cc<tii 5 Y=f .:,: r .:.,tit •Pro osal #5. To make the work done this week iii:itir.?:f:..!!!!!! ..„.....,..,,„:„.. -„,„.„1,0„,,„,.„„„,,,:„..„,,,,„ valuable, successfully rolled-out, and sustainable longer �.. n :::; ::�`,''.:��.:i �''':.:;...I:';z,z�:!;::::„]!::*;ik,'#::::,..-,'-„ ,,:ri,,,i-,,,Ezazt;-lii,-ititoe,o : _',.-:::.�-,':.'�:,,,,,,,,w,,,,--„Timisf,,,,i,1.!1•,,,•-,.,:,,,,,::,,,,,,,,, term we need a tra�ninprogramand commun�cat�on ��M«._ „,::; •E• -!!-:1.:-„..E:-:, r'r;�i. wr.. ::,,,,, `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!: '.° a ,,,,.,,,,„:.,.: :--„„,,,,,,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 .„,„,,,„,...,,:,„„,„:,,,,,,.„,,,,,„,„,„ •...........„:„.„:„:„.,.,,,:,,,,,,;„,,•,„:„.„,„:„.„,,,„,,-„,„:„.,...,,:: ,..,...,:::,,,,,,e1,,,. ece ed �. in Finance, Audited Prior to Paying thMonthly e ",„:„:"Hi .:„:„.„.,„,„,,:,,„:„:,,,,„..:„„:.,... ..„:„.:,,,,,;:;„„c„,„:,:„. „....•_:. ,,,,„„,.4.4„,,,, rrrw.rr.. z� z ,,...„ -w� r ,, .. „,":„:„.:.:„.„:„..„4„, •~':2C4: t:#rrr�rt�:::aN. :'��rssss:t:z.. K, ,moo:;=�:�.,, rr.r .......... .........: Bank Statement. rr�r ,. _,,,,-, --: ::.,:.,:.,:.:„,„:„,:;,ia.,...,„„,„,::„.. ,: .........N •ems............... . .... ,.:,,,,•- -:- :,-,„,„--,:-- ,,,,,,.,!,,•,•,,„,„,„:„,;,,:.„,,.,„,,,. 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 i!+e�:nas¢�R:.`3.:'e".mana7e'q aslfansKte+cr c�i>Rc�r�nq aintf?�'ca�;:s^.'+e.a!oxe�sFnp «s+?s��ls5 tea•,ar:n+a:�as'�y tg_mer� r�Ycc� >'.a�r>ee:,e��z atr ytc'w&:�[+"i rre�:s,[earl �xi�,c�tr 3ft4 rn:+E£+:tdnC�tcsA;-s,:y.arva any :+x.mx%.a>ip tin a3'i1d%!bki•�rroaatik:t;.as.uyr5r.+s!ij POe+�4'3i 4:1w+N's;6U58. �W4+r1P FR)^.3n.'+<*.'s aEgrdr e�%"•'�i aA}lE•C,Eeax;��GBilsxss:�.�gar+a cram iY7c+.'dr.arieay ► 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 Key ► All meals/food for cit business must bepre-approved beforepurchase „a",••:,„..„...,. „..:., b• Y Y 1,:,,,,,„,:,:, ' ' z ____ ". .. .•••••„„ „._„„.„ Z the Department Director or City Manager ___.,...„„,„, ,:,„-..„ ,, � s, ,,, „„..„,. .„.., x �„ff '''':: included • t to If a traveler gets meals with a conference, they are no _ charge for outside food duringthose meals a 2.� rrr5w,- c z„::: �xr -- leartl,,,?ip,,. ..„,—,:„- „ ► All receipts must include details of purchase, both individual items and ; f {m`ti x �� � }77 n_ ,, people includedastivAt4sitiltirT!",}wt:>` sAairikts,tziooitv::H, ,,,:, i,,,,,„„ ► Travelers are expected to seek lowest fare & rates11-iprooAginnookiii,?...„, "T (''''''''*""' * ► Travel status allows 3 meals/day (not snacks) pi,LE:17,' ,„„„:,,„,,,:,•.,„.,:„.„:_,-,, <,, 4 0 x} • • a*:.iittiAiiiiixx',.*,`s"'s.Pis# io� ,. 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Improved compliance with internal controls ▪ The new streamlined process is working for our P-Card program users HKAl2E N 7,41,01,‘:,!,fitift4 „ . „ - - 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