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A3 Miscellaneous Sales Reporting Workshop

2013 DES Training Conference & Trade Show

Presented by Jessica Cole and Tim Shay

October 29, 2013

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A3 Workshop

Plan

• 1. Clarify the problem• 2. Break down the problem• 3. Set a target• 4. Analyze the root cause

Do

• 5. Develop countermeasures• 6. Implement countermeasures

Check

• 7. Evaluate results and processes

Act

• 8. Standardize successful improvements

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Q1 Q2 Q3 Q4 0

10203040506070

Number of Vendors Using Misc Sales Reporting in 2012

Quarter Misc Sales Reported

Num

ber o

f Ven

dors

Clarify the Problem

Q1 Q2 Q3 Q4 $0

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

Misc Sales Reported in 2012

Misc Sales Reported

$ of

Sal

es R

epor

ted

• Miscellaneous Use Entry Table in the Contract Usage Reporting System as a convenience for vendors who cannot find the correct customer number.

• Recorded Misc Sales:– 2011 $31 million– 2012 $38 million

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Break Down The Problem

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Pareto Principle

“80% of the effects comes from 20% of the causes”

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Set Targets

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Root Cause Analysis: 5 Whys

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Hypothesis

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Develop Countermeasures

Lean Coffee

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Implement Countermeasures

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Evaluate Results and Processes

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• The number of transactions entered into the Miscellaneous Usage Table has decreased 65% from 2nd quarter to 3rd quarter in 2013.

• Currently there is $0 in the Miscellaneous Usage Entry table.

Results

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• Attempt not to use Miscellaneous Sales• If unable to find agency call for assistance

or refer to Contract Sales Worksheet.

https://fortress.wa.gov/ga/apps/garpts/UsageWorksheet.aspx

• If assistance is needed after reporting call

for assistance.

How Vendors Can Help

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• When order goods and Services please do the following:– Refer to your customer number on purchase

orders and other communications with the vendor.

– Refer to your parent name not your individual facility name. (Example: Western State Hospital should be referred to as Social and Health Services, Dept. of)

How Customers Can Help

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Questions

• Tim Shay• Department Enterprise Services,

Contracts and Legal, Master Contracts and consulting

• tim.shay@des.wa.gov• 360-407-9410• Master Contract Usage Agreement

https://fortress.wa.gov/ga/apps/ContractSearch/MCUAListing.aspx