On-Time Every Time Government On-Time Every Time Government Furnished MaterialFurnished Material
2
GFM Where We StartedGFM Where We Started
Treated as a process without sound programmatic elements Man Power Coordination and Enterprise Involvement Customer Focus Quality/Oversight System Support
Incorrect material shipments Not ALL GFM pushes received at warehouse Inconsistent Square inch allowance calculations GFM material returns not posted in EBS Long process cycle times A lot of rework
Results in Poor Quality OutputResults in Poor Quality Output
3
Lean Six Sigma EffortLean Six Sigma Effort
Problem/OpportunityThe C&T lacks a defined and reliable process for delivering and reconciling Government Furnished Material (GFM) to the Cut Make Trim (CMT) vendors for on time End Item Production.
Goal Understand Transparent Quality Product In Accordance With the Contract Timely payment to the Fabric Vendor
Project ScopeFrom planning of fabric requirements, to reconciliation of material with the CMT Vendor
4
GFM Request
MaterialQuantityContract #Delivery Order #
Total C/T = 2 days
CMT Vendor
1 days 2 days 12 days 3 days 3 days 3 days
Lead Time = 24 days
VA / T = 24 daysRM = 0 secondsWIP = 192 hoursFG = 0 seconds
End item
Delivery Order
itemssizesDue DatesSq inch allowances
Total C/T = 1 days
DSCP
Process GFM
Request
materialamountcontract #delivery order #ship to address
Total C/T = 12 days
Receive MRO
material quantityship to addresscarrier
Total C/T = 3 days
Peckham
Pick and Pack
materialcarrierpick up dateShip to location
Total C/T = 3 days
Ship
pick up timedrop off time
Total C/T = 3 days
CMT VendorCut, Make,
Trim, Reconcile
Material reconcilliation is difficult
Ø
Errors are made in Contract # and Delivery Order #
Ø
Exception data is not transmitted
Ø
Processing takes too longErrors are mdde in detail informationTransactions are not completed
Ø
Ø
Ø
Material allowance calculationsMaterial reconcilliation is difficult
Ø
Variation in the amount of time Vendor takes to submitErrors are mdde in detail information
Ø
Ø
As Is Value Stream MapAs Is Value Stream Map
GFM Request to Ship Date
IDOC for insuff mat’l
IDOC for insuff mat’l
IDOC for EBS doc
#
IDOC for EBS doc
#
IDOC for special
stock non-existent
IDOC for special
stock non-existent
21 Day Gov’t GFM process Time Allowed
5
Data Collection ResultsData Collection Results
EBS Analysis IDOC errors Incorrect shipment destinations (DODAAC) Incorrect shipment quantities and delivery schedules
Number of Days (GFM Request Receipt to ship date from the GFM warehouse)
Frequency of GFM material shipped to wrong location Extremely Low Frequency
Frequency of Alternate Ship To Addresses (DODAAC) High Frequency
Benefits: Process Map of Activity, Cycle Times and Waste
Benefits: Process Map of Activity, Cycle Times and Waste
The Environment is EBS and it’s
Interfaces!
6
Quick WinsQuick Wins Eliminate Bottlenecks:
Some Electronic Transactions for pushing GFM from Peckham do not reach Peckham. An interim fix was put in place confirm what is to be shipped to specific address
Shipping transactions at Peckham not always visible through EBS, interim fix in place
Organizational Structure/Manpower (Oversight) Tracking matrix for contracts using GFM material. C&T, DSCP tracks
contracts through GFM process until end items received to ensure that transactions are not lost.
Square Inch Tables – Allowances provided to vendors were reviewed and the calculations are now standardized
Notice for GFM users posted for Vendor information on the Supplier Information Resource Website to eliminate GFM request errors
Semi-Annual inspection and accountability for GFM implemented
Now we have Program Focus!Now we have Program Focus!
7
Tracking MatrixTracking Matrix
Anthony.D'[email protected]
Delivery Order
Buyer Received 1786 from
Vendor
Buyer Verifys w/
Supply Planner
Buyer Forwarded
1786 to PDM
PDM Creation of SL No. in
SAP
Confirmation of SL No.
Transmission to Depot
Address & Carrier
Confirmation w/ Albany or
Peckham Annotate Book
Forward 1786's to
Buyer DAYSManager Buyer Contract 46 Number Vendor Item Nomenclature 1 2 3 4 5 6 7 8 9
Kevin Peter 08-C-0032 Coates Trousers Men's Green , MC N/A 8/4/2008 8/4/2008 8/4/2008 9/10/2008 9/10/2008 9/10/2008 9/10/2008 9/10/2008 6Kevin Nathalie 05-D-0504 Crown Coat Men's green MC 446 9/5/2008 9/5/2008 9/5/2008 9/12/2008 9/12/2008 9/12/2008 9/12/2008 9/12/2008 7Alan Nathalie 05-D-0504 Crown Coat Men's Blue MC 447 9/9/2008 9/9/2008 9/9/2008 9/9/2008 9/9/2008 9/9/2008 9/9/2008 9/9/2008 1Ellen Peter 08-D-N002 Goodwill Slacks Woman's AF 31 9/2/2008 9/2/2008 9/2/2008 9/16/2008 9/16/2008 9/16/2008 9/16/2008 9/16/2008 14Lynn Peter 08-F-0016 Knox Slacks Woman's Navy N/A 8/25/2008 8/25/2008 8/25/2008 8/27/2008 8/27/2008 8/27/2008 8/27/2008 8/27/2008 2Ellen Tom 05-D-0453 Maryland Coat Men's AF 467 9/10/2008 9/10/2008 9/10/2008 9/11/2008 9/11/2008 9/11/2008 9/11/2008 9/11/2008 1Ellen Tom 05-D-0453 Maryland Coat Men's AF 468 9/10/2008 9/10/2008 9/10/2008 9/11/2008 9/11/2008 9/11/2008 9/11/2008 9/11/2008 1Kevin Nathalie 08-D-1093 Omega Skirt MC Green 9 9/24/2008 9/24/2008 9/24/2008 9/24/2008 9/24/2008 9/24/2008 9/24/2008 9/24/2008 1Alan Nathalie 08-D-1093 Omega Skirt Blue 10 9/24/2008 9/24/2008 9/24/2008 # 9/24/2008 9/24/2008 9/24/2008 9/24/2008 9/24/2008 1Lynn Nathalie 08-M-6265 Sewell Coat Mn's Navy N/A 8/26/2008 8/26/2008 8/26/2008 8/27/2008 8/27/2008 8/27/2008 8/27/2008 8/27/2008 1
06-D-0301 Teneesee Slacks 45 8/20/2008 8/20/2008 8/20/2008 8/21/2008 8/21/2008 8/21/2008 8/21/2008 8/21/2008 1Carol Peter 07-D-N012 VGS 99 9/9/2008 9/9/2008 9/9/2008 9/11/2008 9/11/2008 9/11/2008 9/11/2008 9/11/2008 2
Anthony D'Avella X3193
Buyer 1786 Actions Planning Data Maintainer Actions
Cycle Time has dropped since implementing tracking
Cycle Time has dropped since implementing tracking
8
Going ForwardGoing Forward
EBS handling of exception data electronically to the Warehouses (10/15/08)
GFM arrives at CMT Vendor in time for them to meet their Delivery Schedule
Determine best practice for reconciling excess GFMAccountability and cost
Determine how best to support GFM Implement Semi-Annual Fabric inspection
9
GFM Request
MaterialQuantityContract #Delivery Order #
Total C/T = 1 days
CMT Vendor
1 days 1 days 3 days 1 days 3 days 3 days
Lead Time = 12 days
VA / T = 12 daysRM = 0 secondsWIP = 96 hoursFG = 0 seconds
End item
Delivery Order
itemssizesDue Dates
Total C/T = 1 days
DSCP
Process GFM
Request
materialamountcontract #delivery order #ship to address
Total C/T = 3 days
Receive MRO
material quantityship to addresscarrier
Total C/T = 1 days
Peckham
Pick and Pack
materialcarrierpick up dateShip to location
Total C/T = 3 days
Ship
pick up timedrop off time
Total C/T = 3 days
CMT Vendor
Vendors know DO# is critical
Ø
Time to process is reducedError messages are resolvedGFM processing is tracked by Contract
Ø
Ø
Ø
Exception data is transmitted
Ø
Vendors know limitations on material qty
Ø
Reconcilliation at Delivery Order Completion (shipping costs are reduced - material is transferred to new delivery order)
Ø
To Be Value Stream MapTo Be Value Stream Map
10
Back Up SlidesBack Up Slides
11
Director Supplier OperationClothing & Textile Supply Chain
Gary Shute
Contracting Officer 1102 GS 12Deborah Scafidi
Unlimited WarrantPre Award – Award – Closeout
(reassignment)
Resolution Specialist 2001 GS 9/ 11Veronica Thomas
Intern(transfer from C&E)
Acquisition Specialist 1102 GS 11Melzetta Graves
100k Limited WarrantGFM Reconciliation)
(reassignment)
Supply Planner GS 7/9/11
Herminio FerrerIntern
(reassignment)
Supervisor - Bob Little SAMMS ResearchCherokee 6 StaffJoseph DelucaMario Desideri
John LynchAlfred Rossi
Carole Stratton
PDM GS 7/9Angie Anderson(reassignment)
Supervisor - UnknownEBS
Reconciliation - Mod Cherokee 8 Staff
1.2.3.4.5.6.7.8.
PDM GS 7/9LaTonya Newton(reassignment)
GFM Program ManagerLTC Williams
CAT GS 7Victoria Martin
(detailed)
GFM Organizational ChartGFM Organizational Chart
Buying and Pushing out GFM Material
Buying and Pushing out GFM Material Resolution
ResolutionReconciliation
Reconciliation
12
High Level Process Map (SIPOC)High Level Process Map (SIPOC)Supplier(s) Inputs/Req'ts Process Output(s)/Req'ts Customer(s)
Procurement (Req'ments,
Demand, Contracts, Supply
Planning)
Supply P lanner
DFAS (Vendor
Payments after DD250, and D4)
CMT Vendor/
Manufacturer (gets paid)
Product Specialist
Fabric Producer (gets paid)
Depot
Acquistion
Specialist
P lanning Data
Maintainer (PDM)
Delivery Order (DELY)/
Produce Fabric at Textiles
Inspect
Invoice @ Fabric Mfgr
Receipting @ Peckham
Create PR for end item to create GFM
Need
Produce End Item (CMT)
Ship and Store End Item at
Depot
Reconciliation
Fabric
Results of
Inspection at
Fabric Vendor
Rework:Contract Mods on CMT vendor Re-entering orders
Ÿ
Ÿ
Fabric DD250 (Wide Area Work Flow - invoice)
Sales Order
A5/MRO
DD250 from CMT
Vendor for end item (invoice)
D4 (Depot Receives End
Item generates D4 in EBS)
D4 (Peckham receives
fabric - D4 created in EBS - needed forPayment to Fabric Vendor)
Fabric ContractMaterial
Quantity
Due Dates
ŸŸŸ
DELY order to
Fabric Mfgr
Inspection Policy
& Criteria (Fabric
Specifications)
PO (Acq Specialist
DD1155 to CMT Prime Vendor)
Bill of Materials
Delivery Forecast
and PR for end
items
DODAACNSN
Service Program
Manager
Demand Planner
Supply P lanner
Fabric Producer
Product
Specialist
Acquistion
Specialist
P lanning Data
Maintainer (PDM)
DCMA
CMT Vendor/
Manufacturer
Contact info and
ship from address
Request for GFM
and Ship to Address
AR0,ARA, or
ARB (Peckham
acknowlegement of shipment at request qty, above or below)
End Items
EBS "push" of
GFM