DMAIC Lite Story

1. DMAIC Lite Story Management of the Purchasing Cycle Work System Process Lynda Jones

4. “D” - Define • Link to Districts Strategic Plan: • KPI - 4.1.1 - By 2013, Brevard Public Schools will rank first in Florida in the percentage of classroom spending, first in spending at the school level, and last in district level administrative spending. (% of Non-Instructional Expense) • Theme: • Reduce the average cost of a purchase order.

5. “M” - Measure • Significant problem areas • P1 - # of purchase orders for $125 or less • P2 – Processing & mailing cost of purchase orders • P3 – % of Purchase Orders $125 or less that cannot be processed on the P-Card • Most significant problem • P2 - Processing & mailing cost of purchase orders • The average cost of processing & mailing purchase orders per year is approximately $17,000. • Average # of POs printed per year is 33,932 • Goal is to eliminate 80% of the $17,000 for the processing and mailing of purchase orders by July 2010.

6. “A” – Analyze

7. “I” - Improve

8. Action Plan

9. “C” – Control • Elimination/Reduction in Root Causes • In FY 2008/2009 decrease the number of purchase orders printed and mailed by purchasing a software system to provide automated purchase orders to vendors. • Evaluate the policies and procedures to reduce employee reimbursement purchase orders. • Add email address to vendor set-up.

10. Questions or Comments