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Team Photo

Team Photo. Scope. Place body copy here. Scope. Kaizen # 1: Electronic Library: Document Management. Lead: Andy Electronic scanning by p-card – who is responsible Can we add notes to SharePoint Can we build in work flow for tracking charges that have not hit KFS

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Team Photo

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  1. Team Photo

  2. Scope Place body copy here

  3. Scope

  4. Kaizen # 1: Electronic Library: Document Management • Lead: Andy • Electronic scanning by p-card – who is responsible • Can we add notes to SharePoint • Can we build in work flow for tracking charges that have not hit KFS • Integrating “I Want” with SharePoint • Naming conventions • Who has access/security • What is the cost associated to SharePoint • Team: Lisa Marsh, Sherry Guernsey, Jeannine, Andy, Gwen

  5. Kaizen # 2: Education • Lead: Cherie • Of P-card users • What do you do with the card holder statement • What is sufficient P-Card documentation (Receipts, Packing slips) • Clearly define business Purpose • Split shipment separate receipt or 3rd party shipments • Create checklist • Purchase orientation and recertification • Identify all needed fields • Educate user on best practice of not leaving full credit card number on back-up documentation • Get consistent use of the “I Want” doc • Pcard is not a right it is a privilege • Rethink the pcard tutorial with the goal of helping customers be compliant • Department/BSC education • Team: Cherie, Nancy, Tara, Lisa, Donna, Amy, Robin

  6. Kaizen # 3: Electronic Application • Lead: Becky • Why is there a limit on the number of p-cards issued in a department? Can there be more flexibility in the decision process. • Updating the application to include qualification criteria of P-card users (Potential P-card users know how to apply) • Card holder agreement can be electronic? • Number of signatures required and can they be electronic • Can the application be readily available on University website • Team: Becky, Sherry G. Donna, Jeanine

  7. Kaizen # 4: Compliance process • Lead: Sherry T. • Standardize one BSC set of compliance procedures that implements University best practices • How can automated tracking be done to track auto’s replacing spreadsheet • How many warnings before suspension • Prohibited transactions – will we track them? How will we deal with them? • Team: Becky, Cherie, Norma, Sherry T., Susan

  8. Kaizen # 5 KFS Enhancements • Lead: Norma • Non-Compliance Notification – alert button • Auto and prohibited transactions • Identification of Auto’s in GL/Dashboard – ability to flag a true auto • Preparing KFS transactions in the BSC that do not have a receipt • Team: Cherie, Norma

  9. Kaizen # 6: Define Roles & Responsibilities (Multiple Reviews) • Lead: Jeanine • Clearly define who scans P-cards receipts • Clearly define who retains original receipt - MOU • Clearly define who is initiating the GEC for Auto’s • Who assigns the object code • Have the BSC integrate into the unit – attend staff meetings (orientation meeting) • Get support from upper management and Deans to empower decisions around suspensions and exceptions • Clearly define who has role of approval for the transaction • Team: Tara, Lisa, Nancy, Andy, Jeanine, Sherry G., Donna

  10. Kaizen # 7: Define & Streamline Business Purposes • Lead: Donna • Obtain clarity around accurate use of business purpose • Standardize business purpose • How specific or general should the purpose be – broad is better • General use supplies that are used by multiple projects • Team: Nancy, Amy, Becky, Lisa, Robin, Donna

  11. Kaizen # 8: OSP Budget • Lead: Tara • Separate Budget and Budget Narrative from Award • Collaborate with Vet on their Kaizen • Team: Tara, Norma, Gwen, Sherry T.

  12. Just Do Its • We are not going to chase p-card receipts if gone auto after 30 days - revise warnings to remove receipt request • BSC uses discretion and release on reasonable difference in price

  13. Lessons Learned • There is a lot more to this than I realized and that my department realized and I think I can streamline before it hits this process • There is a lot of efficiencies I can see. I would be great to meet with other BSC to make this last • We need to work together. A lot of us have our own homegrown system. If we worked together we can be in alignment. • How important it is to work together • It is amazing how we streamlined the process – others helped us to understand and to help our customers • Will free up time to work on other projects • Time management – I submit receipts and magic happens – if we all get together we can be successful.

  14. Lessons Learned • It’s nice to get everyone together, we can use cross collaboration • Cross collaboration is good. We need to hear all of the ideas • I was skeptical about allowing others to participate because I didn’t think it would prove effective • I’m most excited about putting the accountability and responsibility on the cardholder. We have created a great plan to ensure this. • I feel like everyone has been working too hard at every level. The few who were not in compliance was holding everything hostage. This has been an amazing process. To see how much work is put into this process has amazed me.

  15. Lessons Learned • Excited that the process will be consistent • Amazing how everyone came together for a common purpose. • Process was enlightening and gives me a whole new appreciation about what goes into it. I will make sure my receipt will get into the office. • Lesson learned came from introductions - that the process would work out. I thought control was wanted and would be required from departments.

  16. Next Steps • Advisor • Weekly Meetings • Sub-Group/Kaizen Meetings • Set-up Visual Board • 30/60/90 day Step Backs

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