Improving the Timeliness of Procurements Industrial Operations Division Surface Forces Logistics Center United States Coast Guard

Improve the timeliness of procurement request fulfillment for the industrial program The procurement request fulfillment process for the Coast Guard Industrial Program currently takes an average of 9.3 days for a single Type 32 purchase. Procurements are currently fulfilled at ten locations around the Coast Guard, and the average time to make a purchase at each site ranges from 1.9 to 39.1 days according to a recent study. To meet customer needs, procurements fulfillment should be completed within 5 days. The problem has existed for several years.

The procurement request fulfillment process for the Coast Guard Industrial Program currently takes an average of 9.3 days for a single Type 32 purchase. Procurements are currently fulfilled at ten locations around the Coast Guard, and the average time to make a purchase at each site ranges from 1.9 to 39.1 days according to a recent study. To meet customer needs, procurements fulfillment should be completed within 5 days. The problem has existed for several years.

Project Team Executive Sponsor O-6 Chief of Industrial Operations Division Value Stream Champion O-3 Chief of Procurement Branch Lead Black Belt NAVSEA BB student Assisting Black Belts Two graduates of NAVSEA BB Green Belt Graduate of NAVSEA GB Team Members Three business managers at Industrial Support Activities Two petty officers who specialize in industrial procurements One industrial manager

Executive Sponsor

O-6 Chief of Industrial Operations Division

Value Stream Champion

O-3 Chief of Procurement Branch

Lead Black Belt

NAVSEA BB student

Assisting Black Belts

Two graduates of NAVSEA BB

Green Belt

Graduate of NAVSEA GB

Team Members

Three business managers at Industrial Support Activities

Two petty officers who specialize in industrial procurements

One industrial manager

Notional Project Schedule

SIPOC Vendor Purchase order (by credit card) to the vendor Review PR Determine possible sources Obtain quotes, if required Determine appropriate vendor Prepare order Completed Procurement Request (aka brownsheet or PR) Business Manager Shop Foreman Industrial Manager Customer Output Process Input Supplier

Preliminary Communications Plan Decision already made that procurement management will be consolidated at SFLC-IOD. No civilian RIF will be considered. Current procurement fulfillment process unsat with average PR taking 9.3 days to execute. New process will meet or exceed customer requirement of 5 day turnaround for Type 32 purchases. New process must support regulatory and CFO compliance oversight and enforcement. Email Presentations at IM Conferences Handout sheets Notices to post on employee bulletin boards Talking points for All Hands sessions at industrial facilities Industrial Managers at the Industrial Support Activities Shop supervisors Business Managers Procurement specialists Senior leadership at the Industrial Operations Division Oversight officials at the USCG Program Office for Competitive Sourcing (CG-81C) Key Messages Message Delivery Mechanisms Target Audience

Email

Presentations at IM Conferences

Handout sheets

Notices to post on employee bulletin boards

Talking points for All Hands sessions at industrial facilities

Industrial Managers at the Industrial Support Activities

Shop supervisors

Business Managers

Procurement specialists

Senior leadership at the Industrial Operations Division

Oversight officials at the USCG Program Office for Competitive Sourcing (CG-81C)

For additional information, contact Peter Stinson ( http:// contact.peterstinson.com )