Surplus Property Management and _property

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					       High Performance Enterprise   Project Report




Value Stream Mapping Event
  UW-System Future State
  Surplus Property Process

 September 17th-18st, 2009
                            High Performance Enterprise              Project Report



                             Participants
UW-System Surplus Property Process                    Value Stream Mapping Event




                   Participants                  Campus
              Tom Stodola                    UW Platteville
              Carol Rauch                    UW Platteville
              Mike Marean                    UW Madison
              James Harrod                   UW Madison
              Steve Slind                    UW Eau Claire
              Mike Hagmann                   UW Eau Claire
              Rhonda Loger                   UW Extension
              Jean Storandt                  UW Extension


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                           High Performance Enterprise                  Project Report



                Future State Mapping Team
UW-System Surplus Property Process                   Value Stream Mapping Event




                                                                                3
             Mike H., James, Mike M., Rhonda, Tom, Carol, Jean, Steve
                           High Performance Enterprise              Project Report



               Combine Campus Objectives
UW-System Surplus Property Process                   Value Stream Mapping Event

 •Reduce the time it takes to surplus items
 •Make clear/concise decisions on how to surplus items
 •Minimize the amount of items going into landfills
 •Reduce the administrative process time and effort
 (Streamline)
 •Maximize the returns (revenue, continued useful life outside
 UW System)
 •Reduce costs
 •Find ways to coordinate the entire process within UW
 System
 •Increase awareness of what is available for use by other
 state agencies, schools and municipalities (Any State
 Governmental entity)
                                                              4
 •Regionalize surplus disposition process
                           High Performance Enterprise              Project Report



                Current State UW Platteville
UW-System Surplus Property Process                   Value Stream Mapping Event




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                 Current State UW Madison
UW-System Surplus Property Process                   Value Stream Mapping Event




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                           High Performance Enterprise              Project Report



                   Current State UW Eau Claire
UW-System Surplus Property Process                   Value Stream Mapping Event




                                                                            7
                           High Performance Enterprise              Project Report



                Current State UW Extension
UW-System Surplus Property Process                   Value Stream Mapping Event




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                           High Performance Enterprise              Project Report



                             Best Practices
UW-System Surplus Property Process                   Value Stream Mapping Event

  • Transfer without leaving the site (internal transfer)
  • Electronic notification of surplus items from campus to
    auction, efficient an timely flow through this process
     – First on campus
     – UW System wide offer
     – State of WI (Other Governmental Sub Units)
     – Public sale
  • Auxiliary website for any other Governmental Sub Units
    to access (Craig’s List Type)
  • Notification/Marketing of the availability of surplus items
    (need to understand the policies surrounding this)
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                           High Performance Enterprise              Project Report



                             Best Practices
UW-System Surplus Property Process                   Value Stream Mapping Event
  • Minimize approvals needed to surplus items
  • Encourage Campus usage of SWAP electronically, sold
    on site via On-Line Auction instead of transporting items.
  • Regional SWAP shops
  • Recyclopedia-Work Instructions/Guidelines on what
    determines an item is junk or is reusable/resale (Website
    in development with UW Madison Campus)
     – What process to follow
     – “Who” vendor to use for Recycling/Removal(Badger
       State Industries, First Choice, etc)
        • Cost of Recycling/Removal
        • Security of sensitive data removal before recycling10
          (computers, blackberries, etc)
                           High Performance Enterprise              Project Report



                             Best Practices
UW-System Surplus Property Process                   Value Stream Mapping Event

  • Encourage the use of pictures of items to enhance sales
    potential
     – Appropriate sizing of those pictures & types of views
     – Descriptions of items
        • Develop a list of descriptive needed (Size, usage,
          etc)
  • Buy it now feature for items sold online with:
     – Electronic payment capabilities
     – Transfer of funds


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                           High Performance Enterprise              Project Report



                             Best Practices
UW-System Surplus Property Process                   Value Stream Mapping Event

  • Encourage drawing a portion of the surplus sales
    generated to fund the cost of surplus disposition
  • Ensure that all salable electronic devices are wiped of
    sensitive information
  • Ensure disposal process of Federally funded Capital
    Inventory is included in Campus Policies
  • Policy Training for Departments (UW System
    employees)
  • More frequent transfer of items to non-profits



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                           High Performance Enterprise              Project Report



                            Future State
UW-System Surplus Property Process                   Value Stream Mapping Event




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                                                                                                                         High Performance Enterprise                                                                                                                                                                              Project Report


                                                                                                                            Future State
UW-System Surplus Property Process                                                                                                                                                                                                                      Value Stream Mapping Event
                                                                                                                                                                                                                                            Implement
                                                                                                                                                                                                                                                                             Updates
                                                                                                           U.W. System                                                                                                                        Online
                                                                                                                                                                                                                                                                                                      Develop Links
                                                                                                                                                                                                                                             Payment                         Campus
                                                                                                     Surplus Property Process                                                                                                                                                                           to each                   Ensure disposal
                                                                                                                                                                                                                                            (PayPal, e-                      Surplus                                            process of Federally
                                                                                                                                                                                                                                                                                                         others
                                        Online                             Develop                      Future State Map                                                                                                                      check)                          Policy
                                                                                                                                                                                                                                                                                                      Surplus Sites                funded Capital
     Customer                                                                                                                                                                                                                                                                                                                        Inventory is
                                       Surplus                            Electronic                   September 18, 2009
 Identifies Surplus                   notification                         Surplus                                                                                                   Review                                           Buyer
                                                                                                                                                                                                                                                                                                                                included in Campus
                                                                                                                                                                                                              On-line                                      Items                  Electronic                 Admin fees                Policies
         Item                        (Craig’s list)                         Form                                                                                                    Data and                  Auction               notified &
                                                                                                                                                                                                                                                           picked                   Funds
                                                                                                                                                                             IN    Post on-line   IN                        IN      payment        IN                   IN         Transfer    IN           withheld and
                                                                                                                                                                                                               Ends                                         up or                                               funds
                                                                                                                                                            Online                                                                  received                                     takes place
                                                                                              Education of Staff                                                                                                                     Pick-up              shipped                                            transferred
                                                        Develop                                on "No Compete"                                              Auction                                                                                                                  from
                                                                                                                                                                                                                                   scheduled                                       SWAP/                    to Customer
                  Customer                            Recyclapedia                             clause per State                                                                                                                    or shipping                           8                                     Account
                  Training                                                                    Statute as it relates                                                           4                   64                        16                    40                               Auction      8
                                                                                                                                                                                                  hrs
                                                                                                                                                                                                                                    arranged                            hrs       Service to
                                                                                               to Surplus Items                                                              hrs   P/T= 10 min
                                                                                                                                                                                                                            hrs                   hrs                              Campus
                                                                                                                                                                                                                                                                                               hrs
                                                                                                                                                       Explore "Buy it             C/A= %                                                                 P/T= 30 min
                                                                   Investigate                                        Encourage                         now" feature
    Customer                 Junk items                                                                                                                                                                                           P/T= 30 min             C/A= %                                            P/T= 10 min
                                                                   “One Click”                                     drawing a portion                     for online
   determines                disposed of                                                                                                                  auction                                                                 C/A= %                                                                    C/A= %
                                                                    software                                         of the surplus
   disposition     IN                                                                                             sales generated to
                                                                                                                                                                                                                                                                              P/T= 10 min
      route                                                                                                         fund the cost of                                                                                                                                          C/A= %
                                                                                                                                                                                                             Unsold
                                                                                                                  surplus disposition
                                                                                                                                                                                                           Auction Item
                             P/T= 15 min                                                                                                                                                                                                                                                                                  Retail Sales
                   20
  P/T= 10 min                C/A= %                                                                                                                                                                                                                                                                                           not
                   hrs                                                       Surplus Form
  C/A= %                                                                                             Surplus                      Items                   Items                                                                                                                                                            including
                                                                             Auto forward                                                                                                                     Conduct             Item sold               Funds are                  Distribution
                                                                                              IN     Authority                  delivered               prep and
                                                                     IN       to Surplus
                                                                                                    Determines         IN                      IN                                                     IN       Sale
                                                                                                                                                                                                                                                  IN      Deposited
                                                                                                                                                                                                                                                                             IN       of funds                             Computer
                                                                              Authority,
                                                                                                                                 to sales               priced for                                                                                                                       per                                Wiping        L/T= 144.6 hrs
                                                                                                    methods of                      site                   sale                        Retail
                                                                                                                                                                                                                                                                                      campus
                                                                                                       sale                                                                            Sale
                                                                                                                                                                                                                                  P/T= 5 min                                                                                              P/T= 185 min
                                                                     40                        8                                              .5                                                                                                   8
                                                                                                                      40                                                                          40                              C/A= %                   P/T= 5 min
              Customer                  Customer                     hrs                      hrs                                             hrs                                                                                                 hrs                    8 hrs
             completes &                                                                                              hrs      P/T= 120 min                                                       hrs                                                      C/A= %
                                          offers                            P/T= 5 min                                                                 P/T= 5 min                                                                                                                     P/T= 10 min                      Complete & accurate = 100%
               submits                                                                               P/T= 15 min               C/A= %
                                         Surplus                            C/A= %                                                                                                                                                                                                    C/A= %
              Electronic                                                                             C/A= %                                            C/A= %
                                           Item
             Surplus form.      IN       System                                                                                                                                                                                                                     Donate per
             Capital items
              inventory                 Wide (UW)                                                                                                                                                                                  Unsold                    IN      Campus
                                                                                                                                                          Data Wiped                                                                                                                             Regional
               adjusted                                                                                                                                                                                                             Item                              Policy
                                                                                                                                                        from Electronic                                                     IN                                                                   Surplus
                                                                                                                                                                                                                                                             40                                   Outlets
                                                                                                                                              IN             Item
                                                                                                                                                                                                                                                                                                developed
                               .1 hr                                                                                                                                                                                                                         hrs
                                                                                                                            Electronics
                                       P/T= 0 min                                                                                                                                                                           20
                                                                                             Transfer                                                                                                                              P/T= 15 min                      P/T= 15 min
            P/T= 10 min                C/A= %                                Surplus                                                          40                                                                            hrs
            C/A= %                                                   IN        Item           Capital
                                                                                                                                              hrs         P/T= 30 min
                                                                                                                                                                                                                                   C/A= %                           C/A= %
                                                                             internal        asset to
                                                                                            appropriate                                                   C/A= %
                                                                             transfer
                                                                                            department
                                                                                                                                                                                                                                                            IN      Recycle &
                                                                    20                                                                                     Unsalable                                                                                                Trash per
                                                                                                                                                         Electronic Sent                                                                                             campus
                                                                    hrs                                                                                                                                                                                     .1
                                                                                                                                                          to Recycling                                                                                                policy
                                                                                                                                               IN                                                                                                           hrs
                                                                           P/T= 30 min
                                                                           C/A= %                                                              40
                                                                                                                                               hrs
                                                                             Surplus                   Surplus                  Payment
                                                                              Item           IN     Item picked       IN        Process
                                                                           acquired by                  up &                   completed
                                                                           UW system                  payment
                                                                             campus                   arranged                                              Internal Unit
                                                                                                                                                            Journal (IUJ)
                                                                                            80                         8                                                                                                                                                                                                     Online
                                                                                                                               P/T= 5 min                   expanded to
                                                                                            hrs                       hrs                                                                                                                                                                                                   Auction
                                                                                                                                                            all campuses
                                                                                                                               C/A= %                                                                                                                                                                                      including
                                                                                                    P/T= 60 min
                                                                                                                                                                                                                                                                                                                           Computer
                          .1 hrs                          40 hrs                            8 hrs   C/A= %            40 hrs                  40 hrs                     4 hrs               64 hrs                16 hrs                      40 hrs                    8 hrs                      8 hrs                                 L/T= 268.1 hrs
                                                                                                                                                                                                                                                                                                                            Wiping

     10 min + 10 min                    0 min                                 5 min                    15 min                     120 min                30 min                    10 min                  0 min              30 min                       30 min                     10 min                  10 min                      P/T= 280 min

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                                                                                                                                                                                                                                                                                                                       Complete & accurate = 100%
                                                                High Performance Enterprise                                                            Project Report


                                                  Future State Action Items
UW-System Surplus Property Process                                                                                            Value Stream Mapping Event
                                              Future State Action Item Listing

                             Surplus Property Process

                 Date: Sept 18, 2009                       Priority: 1= 3mths, 2= 6mths, 3=12mths, 4= >1 year
        Item #




                                   Action Item              Priority   Start Date           Champion            Finish Date            Updates


                 Customer Training (On
                 Recyclopedia, campus specific
    1            items)                                                                 Each Campus

                 Online Surplus notification (Craig’s                                 Steve & Mike H
    2            List concept)                                                            (UWEC)

                 Develop Recyclopedia (Recycle or
                 Disposition guideline providing an                                  James & Mike M
    3            ease of operation by the user)                1                        (Madison)               11/1/09



                 Develop Electronic Surplus Form
                 (Universal Document that is
                 designed to collect information                                     James & Mike M
    4            needed throughout entire process)                                      (Madison)   10/12/09                    Rough Draft to group

                 Investigate “One Click” software                                                                                                             15
                 (allows for electronic work flow of                                 James & Mike M
    5            Surplus Form)                                                          (Madison)   10/15/09
                                                 High Performance Enterprise                                Project Report


                                     Future State Action Items
UW-System Surplus Property Process                                              Value Stream Mapping Event


        Implement Online Payment for On-
        line Auction sales (On-line Payment
        options- PayPal,Credit card or e-               James & Mike M    Will make contact with IT. Completion date
   6    check)                                             (Madison)                  to be scheduled.



        Internal Unit Journal (IUJ) expanded
        to all campuses (Electronic transfer              Tom S (UW-      Tom to communicate to others, underway
   7    of funds between campuses)                         Platteville)               at Madison

        Updates Campus Surplus Policy (To
        incorporate Future State Best
   8    Practices)                                       Each Campus


        Regional Surplus Outlets developed
   9    for smaller agencies or campuses                   Rhonda L

        Develop Links to each others Surplus
   10   Sites                                            Each Campus

        Education of Staff on "No Compete"
        clause per State Statute as it relates
   11   to Surplus Items                                 Each Campus
                                                                                                                       16
                                               High Performance Enterprise                           Project Report


                                  Future State Action Items
UW-System Surplus Property Process                                        Value Stream Mapping Event



     Explore "Buy it now" feature for                   James & Mike M
  12 online auction                                        (Madison)         Initial contact Oct 1, 2009




     Encourage drawing a portion of the
     surplus sales generated to fund the               Each Campus with
  13 cost of surplus disposition                         Surpluse Sales




     Ensure disposal process of Federally
     funded Capital Inventory is included in
  14 Campus Policies                                     Each Campus




                                                                                                            17
                           High Performance Enterprise               Project Report



                  Project Metrics & Goals
UW-System Surplus Property Process                    Value Stream Mapping Event




        Metric           Current           Future               Net
                                                            Improvement

  Lead Time               340.5 hrs       144.6 hrs            195.9 hrs

  Process Time            180 min          100 min              80 min

  % Complete and
                            90%             100%                 10%
  Accurate




 UW Platteville
                                                                            18
                           High Performance Enterprise              Project Report



                  Project Metrics & Goals
UW-System Surplus Property Process                   Value Stream Mapping Event



        Metric           Current           Future              Net
                                                           Improvement

  Lead Time               505.5 hrs   144.6 hrs (Retail)      360.9 hrs

  Process Time            325 min      185 min (Retail)       140 min

  % Complete and
                           58.8%             90%               31.2%
  Accurate



 UW Madison- Retail Electronics Delivered to
 SWAP                                                                      19
                           High Performance Enterprise              Project Report



                  Project Metrics & Goals
UW-System Surplus Property Process                   Value Stream Mapping Event




        Metric           Current           Future              Net
                                                           Improvement

  Lead Time                656 hrs         232 hrs             424 hrs

  Process Time            244 min          194 min             50 min

  % Complete and
                            51%             100%                49%
  Accurate



 UW Eau Claire – Online Auction
                                                                           20
                           High Performance Enterprise              Project Report



                  Project Metrics & Goals
UW-System Surplus Property Process                   Value Stream Mapping Event




        Metric           Current           Future              Net
                                                           Improvement

  Lead Time                502 hrs         220 hrs             282 hrs

  Process Time            245 min          40 min             205 min

  % Complete and
                            94%             100%                 6%
  Accurate


  UW Extension- Surplus Form
                                                                           21
                           High Performance Enterprise              Project Report



                          Benefits to Date
UW-System Surplus Property Process                   Value Stream Mapping Event

   • We now are able to apply Value Stream
     Mapping to other processes
   • We have a better understanding of
     process differences between campuses
   • Best Practices at each Campus have been
     identified
   • This has been an opportunity to network
     with peers at other Campuses to share
     ideas about mutual concerns
                                                                           22
                           High Performance Enterprise              Project Report



                        Anticipated Benefits
UW-System Surplus Property Process                   Value Stream Mapping Event

  • Shorter Surplus Process Lead Time
  • Improve Department Satisfaction
  • Reduce stress & frustration of staff and
    administrators of the Surplus Process
  • Have the ability to follow a consistent Surplus
    process throughout the UW System
  • Reduce items going to Landfill
  • Reduction of duplication of effort
  • Reduction in transportation costs
  • Reuse of items within the UW System & WI
    State Government
                           High Performance Enterprise              Project Report



                          Resources & Time
UW-System Surplus Property Process                   Value Stream Mapping Event

  How to accomplish the Future State?
  • Get management approval and continued support to go
    ahead with the improvement plan
  • Value Stream Manager to keep the Campus
    CBO’s/Steering Team updated on progress
  • Time and resources to implement
  • Allow the team time to meet on a regular basis to:
     – implement the remaining actions
     – drive continual improvement
     – DELIVER THE FUTURE STATE

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                           High Performance Enterprise              Project Report



                                 Thank You
UW-System Surplus Property Process                   Value Stream Mapping Event




                          Questions?




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