April 3, 2009 By Leigh Wilkinson
Photo: Leigh Wilkinson, Maine OIT Staff Writer
Used with permission from the Maine Office of Information Technology
Over a period of nine days and multiple sessions, Office of Information Technology (OIT) staff along with representatives from the Division of Purchases met to discuss the current OIT procurement process. The sessions were facilitated by, Nancy Forrester.
The goals for these sessions were to:
The process followed was:
Step 1: define the current process by creating a detailed process map
Step 2: complete an examination of procurement best practices across the IT industry
Step 3: look for root causes in the process that produce delays and non-value added activities.
Step 4: redesign the process to increase effectiveness and improve customer satisfaction.
After completing each step the group presented their results to the sponsors; key stakeholders from OIT and Purchases. Each presentation ended with the stakeholder's group approval to proceed to the next step in the project.
In the final presentation, the target was defined as "Reduce the annual rework and the unnecessary hours by 3,261 (75 percent) within 1.5 years."
"Root Cause Problem Analysis" led to the discovery of four 'Critical Failure Factors' (CFF) that need to be resolved in order to reach the process improvement target.
These CFF factors and suggested solutions are:
A steering committee was created to manage the improvement project team and support the implementation. The project team began the work of completing the list of solutions suggested with the assistance of the Project Management Office (PMO) in organizing and tracking activity.
At this point we have completed the following elements:
CFF 1: Inadequate approval process - approvals have been streamlined and formalized to speed up the completion of orders. The use of the procurement card process for special orders has been established.
CFF 2: Lack of published and supported standards for assessment and procurement of IT related items and services -
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