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Engineering Hard Hats Team

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					                   Monroe County Florida
                 The Southern Most County in
                      the United states

            Knowledge Based Leadership
       Fact Based Decision Making
 Engineering/Growth Management
         The “Hard Hats”

                                                                         Instructors
   Paulette A. Harper, Sr. Administrative Assistant
                                                         Georgette Bonifacio Carroll
Paul Wunderlich, Supervisor of Construction Inspection
                                                                      Trina Pulliam
Tucker Phinney, Building Inspector, Growth Management
          April Pearson, Executive Assistant
Where are our HARD HATS??




                        2
KBL Methodology




                  3
                DEFINE                     Team Rules

Positive Attitude
    Cooperate with team members
    Be committed to the idea and process
    Respect each others’ ideas and input

Honest Communication
   Keep an open mind
   Share and express your ideas

Team Participation
   Attend all meetings
   Work Together
   Actively Participate


              We were all adults!
          But reminders are good!                       4
                  DEFINE           Problem Statement

    Problem Statement
•   The process to submit and prepare bids/RFPs/RFQs for evaluation & final selection is
    cumbersome, (paper intensive,) inconsistent and time consuming. This results in
    delays between the initial request for services, RFP & the actual award of contract.
            (RFP = Request for Proposals - RFQ = Request for Qualifications)

    Linkage
•   The resulting delays seem to be inconsistent with the core value of competence and
    with continuity which may result is services being disrupted for our citizens.
•   Delays, cost overruns, or excessive use of resources are in direct conflict with our core
    value of Concern, fiscal responsibility.

    Outcome
    •   Reduce time from the bid proposal, RFP, to the actual awarding of the contract,
        thus reducing increased costs.
    •   Prevent going out to bid a second or third time because the vendors proved to be
        unqualified. (re-work)
    •   Reduced staff time & resources needed to perform the evaluation process.



                                                                                           5
                             High level end to end
                    DEFINE
                                  Bid process
                             How long does it take?
Identify Bid, RFP
 Requirements




   Review                 Collect
                                     Evaluate         Select top
  procedure                 bid
                                     proposals        candidates
   for Bids              proposals




                                                 Recommend bid award




                                                                   6
         How long does it take?
           - By Department –
        An Average of 132 days!
                              Facilities Development
                              Construction Projects
                               Gato Bldg
                Engineering
600              Roads and
                  Bridges

450                                                             Q1
                                                                Min
                                                                Mean
                                                                Median
300                                                             Max
                                                                Q3


             168.33
150
                                                   132
                              112.87



  0
                                             All bids
      Engineering       Facilities
                         Facilities       Engineering and
                                                 All            7
      Engineering     Development      Facilities Development
                              How long does it take?
                                 - By Bid Type –
                             An Average of 132 days!
                                 Q1     Min   Mean   Median   Max   Q3
                 800

                 700

                 600

                 500
number of days




                 400

                 300

                 200           182.00                    213.00
                                                                                  132.50
                 100

                   0
                       Construction
                         construction         RFP = Requests for
                                                       RFP               RFQ = Requests8 for
                                                                               RFQ
                           Bids                   Proposals
                                                    types of bids
                                                                           Qualifications
              How long does it take?
                    - By Year –
             An Average of 132 days!

2007



2006


2005



2004

                                               Each bar
                                              represents
2003                                            a single
                                                project

       -   100   200    300       400   500   600          700
                          # of days                              9
                   total number of days
                 How long does it take?
                 - By $ amount of Bid –
                An Average of 132 days!
        700

                                   FromGato Project
 75%                             less than
  of    600                     $1,000,000
 the                           to more than
time,                          $13,000,000
  it    500
                                 It doesn't
takes                              really
more    400                       matter
                                                                    Q1

than
                                                                    Min
                                                                    Mean
 132                                                                Median

days    300
                                                                    Max
                                                                    Q3

                                                            238

        200                              182

                     143


        100



                     33                  35                 29
        -
                      than
               Less than 1M
                 Less
                               $1,000,000
                                    1 M - 5M
                                                             than
                                                       More 5M
                                                          >         10
              $1,000,000      to $5,000,000           $5,000,000
                         Revised
                   Problem Statement

    Problem Statement
•   The process to submit and prepare bids/RFPs/RFQs from selection to award and
    approval by the BOCC is time consuming. 75% of the time, this process
    takes 130 days or longer regardless of the type of project.
    This results in delays between the initial request for services, RFP & the actual
    award of contract.

    Linkage
•   The resulting delays seem to be inconsistent with the core value of competence and
    with continuity which may result in services being disrupted for our citizens.
•   Delays, cost overruns, or excessive use of resources are in direct conflict with our
    core value of Concern, fiscal responsibility.

    Outcome
    •   Reduce time from the bid proposal, RFP, to the actual awarding of the
        contract, thus reducing increased costs.
    •   Prevent going out to bid a second or third time because the vendors proved to
        be unqualified. (re-work)
    •   Reduced staff time & resources needed to perform the evaluation process.


                                                                                     11
            To Analyze, we…

           …Performed the
        fishbone analysis
   to determine what areas to look at
                further

            …Walked the
       higher level process

              …Walked the
         detailed process
      from selection to agenda item
(Another team is working on the agenda item process)
                                               12
Mapping the Process Flow
But wait - it gets better!




                         13
                       Fish Bone
                       Analysis




Where is our weakest link?
   (there was more than one)   14
 Detailed “as is” Process Flow
             See?
We told you it would get better!




                             15
                  A Simpler view
           How does the work really flow?
                                                         Back to           If anything is
   Engineering               Back to
                                                     Engineering to        not correct in
   writes draft           Engineering to
                                                    send to Legal for      this area, the
    contract                 send to
                                                      stamping (1)         process goes
   (2 copies)             contractor (1)
                                                                          back to the start


              Legal Reviews          Contractor and
                                                                 Legal stamps
              and approves           Legal Negotiate
                                                                 document (1)
                    (1)                 (min 4)


                         Budget & Finance                    Risk Management
                        reviews amount and                   checks insurance
                         legal language (1)                    requirements



                  Back to
                                               Back to                     Back to
 BOCC          Engineering to
                                            Engineering to              Engineering to
Approval      Prepare Agenda
                                           send to OMB (1)              send to R.M.(1)16
                    (2)
          Copies, Copies, Copies

A minimum of 15 copies of a 100-200 page
   document are made during this process!
         This is too many
        We really only need 4
               Engineering
                  Legal
            Clerk of the Court
                Contractor
      at the very end of the process
                                       17
What is all boils down to is…
    …we might need a
 better tracking system!




                          18
   We need…
…a better system




                   19
      We need…
…Better Communication
   …Better Training




                        20
               We NEED…
            …a better System

        What we found…

 There are many different parties reviewing,
approving and copying documents to get them
             ready for approval

 We don’t track the time spent by each group

We don’t set time frames for the completion of
                  each portion
                                                 21
       Setting our Priorities


               To create a
           tracking system
for our projects from the time of selection
    until the agenda items is prepared.

                  and

       Eliminate the numerous
                copies
     being made during the process.
                                              22
                               How can we improve?
                              Where to Focus our improvements
                            Where to focus our improvements
         152                                                                                     100%

                                                                    87%                          90%
         132
                                                      74%                                        80%
         112
                                                                                                 70%
                                         61%
         92
                                                                                                 60%
Points




         72                                                                                      50%
                            44%
                                                                                                 40%
         52
                24%                                                                              30%
         32                       26           23
                       32                                   17            17          17         20%
         12
                                                                                                 10%

          -8    Increase      Eliminate Reduce waiting Reduce         Reduce #   Reduce dept.    0%
               aware,req.   excess copies   time       contr.time      copies     routing time
                                                                                                 23
           Let’s
         simplify
Change the order to avoid
re-work
   Get budget approval first
   Check for required documents
   Negotiate
   Approve
Communicate with
electronic copies until the
end
   Make the 4 required copies
   once final agreement is
   reached before BOCC
   approval

We will save a
minimum of 11
copies (1,200 sheets
of paper per award)
We will save time                 24
                    Our Conclusions

By Increasing Staff Awareness through use of a tracking Log
there would be an reduction in 24% of delays
By going paperless, using electronic files there would be a
reduction by 26% in using excess paper
By improving these two areas, the problem could be reduced
by 50%
                        AND
          After all was said and done
              we also realized that

just by streamlining the process flow
  we could eliminate unnecessary detours,
   resulting in a more efficient use of the
             County’s resources            25
                             Create list of              Set timelines
                            fields needed
                                                           Set flags
             Create the    Set up the form                Use Excel
              tracking
             document                             Create email reminders
                            Test the form
OUR
                                                        Load Sample
                                                 Set Up Meeting with Mgt.
ACTION                      Get approval
                                                         Share Form

PLAN                                                    Get Feedback
                                                            Revise
Streamline    Train to          Develop
  using a                 instructional guide   Create flow chart of instructions
              use the
 tracking     tracking     Design training          Create Power Point
document     document         session
                                                      Create Materials

                                                       ID participants
                            Hold Training
                                                   Confirm room to train
                            Set start date
                                                          Set dates
             Implement     Make Available
              tracking                            Have IT put on U Drive
             document       Load Project
                                                     Input needed tasks
                             Notify users
                              Develop new
                              process flow            Set Up Meeting
                              Create Check        (Legal, BF, RM & Eng.)

OUR         Streamline
              routing
                                 Sheet

ACTION
                                                      Get Feedback
                              Get approval

PLAN                                                     Revise
                               Implement
              Pilot with
Eliminate
            first project
numerous                    Evaluation of pilot
 copies
                             Make Changes



            Implement
             new flow
       Key Action Plan Dates

  NEW TRACKING DOCUMENT
12/15/07   Create Tracking Document
02/01/08   Create Training Guide
02/15/08   Implement Tracking Document
       NEW PROCESS FLOW
09/18/07   Design new flow
10/15/07   Approve new process flow
11/01/07   Pilot Test
01/01/08   Fully Implement               28
             How much will we save?


                  Saved Time
$ 5,830.11     Time spent re-bidding (2 bids per year)
$ 1,508.06     Eliminating Duplicate Copies

               Saved Dollars
         from materials not needed
$ 1,700.00     Re-advertising (2 bids per year)

$ 2,313.00     Paper & printer supplies

$11,351.18 Total project savings
                                                         29
           Lessons Learned…


without even counting the impact of the
   increasing cost of construction
             materials…
                 just by
  eliminating the detours
               we can
               bypass
  months and months of     time…
                                      30
 Lessons Learned…




…Priceless!         31