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ndm/ 2008

Six Sigma Project Title Improve Processing Time in the Online Registration of New Suppliers in the Supplier Management System (SMS) Project No.: OAS-09-10 (5w). ndm/ 2008.

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ndm/ 2008

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  1. Six Sigma Project TitleImprove Processing Time in the Online Registration of New Suppliers in the Supplier Management System (SMS)Project No.: OAS-09-10 (5w) ndm/2008

  2. Division Champion: Cécile L.H.F. Gregory Champion: Paulino P. Santiago, Jr. Team Leader: Leinor Janet E. PaternoAsst. Team Leader: Francisco J. Palabrica Members: Manolo D. Macariola, Carolina T. Saranglao Dengie Q. Caranto, OAIS-PC Sylvia D. Catapang, TDTS Moreen C. Garcia, Fe Michelle Capitulo, OIST

  3. PROJECT CHARTER DEFINE Project Title: Improve Processing Time in the Online Registration of New Suppliers in the Supplier ManagementSystem (SMS) • The SMS was implemented in March 2008. The SMS is a fully automated registration system being administered by OAIS-PC/CAU. All of ADB’s suppliers/contractors1/ are required to register in SMS and the prompt set-up of supplier records in the system impacts customer satisfaction through timely issuance of Request for Quotation (RFQ), Purchase Order (PO), Contract, and/or Request for Payment (RFP). SMS activities are interfaced with “Procure-to-Pay” cycle. • Currently, the SMS registration process takes an average of 20 days, reckoned from issuance of the online SMS invitation to the supplier until completion/activation of supplier’s record. Identifying bottlenecks will shorten the registration process and increase customer satisfaction. • 1/ Excluding suppliers engaged under RETA/TA projects. • BUSINESS CASE

  4. PROJECT CHARTER DEFINE Project Title: Improve Processing Time in the Online Registration of New Suppliers in the Supplier ManagementSystem (SMS) • Currently, the time it takes for a supplier to be registered in the system varies from 5 to 37 days. Data collected from March to December 2008 indicates that the average processing time for a supplier’s record to be set-up in SMS takes 20 days. From the data gathered, 50% of the supplier’s record took longer than 20 days for it to be set-up and be made available to end-users. • Delay in the set-up of supplier’s record in SMS impacts timely issuance of Request for Quotation (RFQ), Purchase Order (PO), Contract, and/or Request for Payment (RFP). This causes low customer satisfaction level, a loss in more strategic procurement activities, and opportunity costs, and to some extent delay in the implementation of client's projects. • PROBLEM STATEMENT

  5. PROJECT CHARTER DEFINE Project Title: Improve Processing Time in the Online Registration of New Suppliers in the Supplier ManagementSystem (SMS) • GOAL STATEMENT • Reduce the number of calendar days processing of online registration of suppliers in SMS by 20% (from 20 days to 16 days), from issuance of online invitation until complete set-up of suppliers records in SMS, without sacrificing transparency and efficiency in evaluating the veracity of supplier’s registration, by end of 3rd quarter 2009.

  6. HIGH LEVEL PROCESS MAP DEFINE

  7. DEFINE CTQ MATRIX OUTPUT UNIT APPROVED REGISTERED SUPPLIER HIGH-LEVEL NEED OUTPUT CHARACTERISTIC (Big Y) TIMELY PROCESSING/APPROVAL OF SUPPLIER REGISTRATIONS IMPROVE PROCESSING TIME IN THE REGISTRATION OF NEW SUPPLIERS IN SMS Operations Definition: PROJECT Y MEASURE (Little y) PROCESS STARTS FROM ISSUANCE OF ONLINE INVITATION TO SUPPLIER UP TO APPROVAL OF ITS ONLINE REGISTRATION AND SET-UP OF SUPPLIER’S BANK DETAILS IN THE ORACLE SYSTEM C CRITICALT T0 Q QUALITY How Process Will Be Measured: BY NUMBER OF CALENDAR DAYS USL: 16 DAYS (20% of MEDIAN) SPECIFICATION LIMITS TO REDUCE TURN AROUND TIME BY 20% (TO 16 DAYS) IN THE PROCESSING AND APPROVAL OF REGISTERED SUPPLIERS TARGET DEFECT BEYOND USL OF 16 DAYS NO. OF DEFECT OPPORTUNITIES PER UNIT ONE DEFECT OPPORTUNITY PER REGISTERED SUPPLIER

  8. S P O I C Customer Input Output Supplier Process DEFINE SIPOC DIAGRAM CRITICAL TO QUALITY

  9. DEFINE DATA for PROJECT Y 1/ Source: Oracle Discoverer

  10. Break-down of Processing Time (Actual Data) DEFINE

  11. Break-down of Processing Time (Actual Data) DEFINE

  12. DEFINE AS IS PROCESS

  13. DEFINE AS IS PROCESS

  14. DEFINE CTQ Matrix AS IS PROCESS

  15. DEFINE DESCRIPTIVE STATISTICS for PROJECT Y Graphs and statistics showed that the process is stable and data are approximately normally distributed. Mean of total processing time is 19 days, median is 20 days. Total processing time ranges from 5 to 37 days. Range = 32 days. 75% of SMS activities have a total processing time of 25 days.

  16. DEFINE MEASURE ANALYZE IMPROVE CONTROL D M A I C 3 – 25 Feb 26 Feb -31 Mar 1 - 30 Apr 1 - 29 May 1-30 June DEFINE TARGET TIMELINE

  17. M MEASURE

  18. PROJECT CHARTER MEASURE Project Title: Improve Processing Time in the Online Registration of New Suppliers in the Supplier ManagementSystem (SMS) • WHY MEASURE? • • To establish the current performance level of the process • • To help describe and understand the process, problem or item of interest • • To gain insight into potential causes of problems and changes • in the process

  19. HIGH LEVEL PROCESS MAP MEASURE

  20. DETAILED PROCESS MAP MEASURE

  21. MEASURE DATA for PROJECT Y 1/ Source: Oracle Discoverer

  22. MEASURE DATA for PROJECT Y • How Data was Collected • Data was collected using a random systematic sampling method. We ensured that the number of samples taken from a total of 384 new registrants were directly proportional to the number of CAU’s monthly transactions. To illustrate, more samples were taken from the months of March 2008 to May 2008 as CAU had a substantial number of transactions for these months (in time for the Bank’s Annual Meeting), as compared to December 2008 where only 1 sample was taken from a total of 5 transactions.

  23. Break-down of Processing Time (Actual Data) MEASURE

  24. Break-down of Processing Time (Actual Data) MEASURE

  25. MEASURE AS IS PROCESS

  26. MEASURE AS IS PROCESS

  27. MEASURE AS IS PROCESS

  28. MEASURE CTQ Matrix AS IS PROCESS

  29. MEASURE DESCRIPTIVE STATISTICS for PROJECT Y Graphs and statistics showed that the process is stable and data are approximately normally distributed. Mean of total processing time is 19 days, median is 20 days. Total processing time ranges from 5 to 37 days. Range = 32 days. 75% of SMS activities have a total processing time of 25 days.

  30. MEASURE EXECUTIVE SUMMARY

  31. MEASURE PROCESS CAPABILITY

  32. A ANALYZE

  33. PROJECT CHARTER DEFINE Project Title: Improve Processing Time in the Online Registration of New Suppliers in the Supplier ManagementSystem (SMS) • GOAL STATEMENT • Reduce the number of calendar days processing of online registration of suppliers in SMS by 20% (from 20 days to 16 days), from issuance of online invitation until complete set-up of suppliers records in SMS, without sacrificing transparency and efficiency in evaluating the veracity of supplier’s registration, by end of 3rd quarter 2009.

  34. MEASURE PROCESS CAPABILITY for PROJECT Y TARGET & USL (calendar days) SMS Registration (New Suppliers) Defect CURRENT SIGMA LEVEL (σ) 16 Beyond 16 calendar days -0.30 Processing Time ndm/2008

  35. HIGH LEVEL PROCESS MAP ANALYZE

  36. DETAILED PROCESS MAP ANALYZE

  37. ANALYZE DATA for PROJECT Y 1/ Source: Oracle Discoverer

  38. Break-down of Processing Time (Actual Data) ANALYZE

  39. Break-down of Processing Time (Actual Data) ANALYZE

  40. ANALYZE AS IS PROCESS

  41. ANALYZE AS IS PROCESS

  42. ANALYZE AS IS PROCESS

  43. ANALYZE AS IS PROCESS

  44. ANALYZE AS IS PROCESS

  45. Fish Bone Diagram ANALYZE

  46. ANALYZE Fish Bone Diagram C N N N N C N C N N C N C C N N N N N N N N N N N N Legend: N - NOISE C - CONTROL

  47. ANALYZE Fish Bone Diagram C C C C C C Legend: C - CONTROL

  48. I IMPROVE

  49. PROPOSED SOLUTIONS IMPROVE

  50. PROPOSED SOLUTIONS IMPROVE

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