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Value Stream Mapping Event UW-System Future State Surplus Property Process

Value Stream Mapping Event UW-System Future State Surplus Property Process September 17 th -18 st , 2009. Participants. Future State Mapping Team. Mike H., James, Mike M., Rhonda, Tom, Carol, Jean, Steve. Combine Campus Objectives. Reduce the time it takes to surplus items

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Value Stream Mapping Event UW-System Future State Surplus Property Process

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  1. Value Stream Mapping Event UW-System Future State Surplus Property Process September 17th-18st, 2009

  2. Participants

  3. Future State Mapping Team Mike H., James, Mike M., Rhonda, Tom, Carol, Jean, Steve

  4. Combine Campus Objectives • Reduce the time it takes to surplus items • Make clear/concise decisions on how to surplus items • Minimize the amount of items going into landfills • Reduce the administrative process time and effort (Streamline) • Maximize the returns (revenue, continued useful life outside UW System) • Reduce costs • Find ways to coordinate the entire process within UW System • Increase awareness of what is available for use by other state agencies, schools and municipalities (Any State Governmental entity) • Regionalize surplus disposition process

  5. Current State UW Platteville

  6. Current State UW Madison

  7. Current State UW Eau Claire

  8. Current State UW Extension

  9. Best Practices • Transfer without leaving the site (internal transfer) • Electronic notification of surplus items from campus to auction, efficient an timely flow through this process • First on campus • UW System wide offer • State of WI (Other Governmental Sub Units) • Public sale • Auxiliary website for any other Governmental Sub Units to access (Craig’s List Type) • Notification/Marketing of the availability of surplus items (need to understand the policies surrounding this)

  10. Best Practices • Minimize approvals needed to surplus items • Encourage Campus usage of SWAP electronically, sold on site via On-Line Auction instead of transporting items. • Regional SWAP shops • Recyclopedia-Work Instructions/Guidelines on what determines an item is junk or is reusable/resale (Website in development with UW Madison Campus) • What process to follow • “Who” vendor to use for Recycling/Removal(Badger State Industries, First Choice, etc) • Cost of Recycling/Removal • Security of sensitive data removal before recycling (computers, blackberries, etc)

  11. Best Practices • Encourage the use of pictures of items to enhance sales potential • Appropriate sizing of those pictures & types of views • Descriptions of items • Develop a list of descriptive needed (Size, usage, etc) • Buy it now feature for items sold online with: • Electronic payment capabilities • Transfer of funds

  12. Best Practices • Encourage drawing a portion of the surplus sales generated to fund the cost of surplus disposition • Ensure that all salable electronic devices are wiped of sensitive information • Ensure disposal process of Federally funded Capital Inventory is included in Campus Policies • Policy Training for Departments (UW System employees) • More frequent transfer of items to non-profits

  13. Future State

  14. Future State

  15. Future State Action Items

  16. Future State Action Items

  17. Future State Action Items

  18. Project Metrics & Goals UW Platteville

  19. Project Metrics & Goals UW Madison- Retail Electronics Delivered to SWAP

  20. Project Metrics & Goals UW Eau Claire – Online Auction

  21. Project Metrics & Goals UW Extension- Surplus Form

  22. Benefits to Date • We now are able to apply Value Stream Mapping to other processes • We have a better understanding of process differences between campuses • Best Practices at each Campus have been identified • This has been an opportunity to network with peers at other Campuses to share ideas about mutual concerns

  23. Anticipated Benefits • Shorter Surplus Process Lead Time • Improve Department Satisfaction • Reduce stress & frustration of staff and administrators of the Surplus Process • Have the ability to follow a consistent Surplus process throughout the UW System • Reduce items going to Landfill • Reduction of duplication of effort • Reduction in transportation costs • Reuse of items within the UW System & WI State Government

  24. Resources & Time How to accomplish the Future State? • Get management approval and continued support to go ahead with the improvement plan • Value Stream Manager to keep the Campus CBO’s/Steering Team updated on progress • Time and resources to implement • Allow the team time to meet on a regular basis to: • implement the remaining actions • drive continual improvement • DELIVER THE FUTURE STATE

  25. Thank You Questions?

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