Seminole County Health Department REQUISITION PROCESS CURRENT 2014

Seminole County Health Department REQUISITION PROCESS – CURRENT @ 2014 Continual Impact LLC

Seminole County Health Department Requisition Process (Current State) Identify Need Program Representative Supervisor Specify need Supervisor Approval Provide additional justification, information Notify supervisor START: Identify need Business Office Representative Date created: January 13, 2014 Provide justification Select Vendor Identify potential vendors Yes <$2500 per item? Yes Request 1 quote No No Request 2 quotes Select ‘best’ quote No Approval received ? Specify need Yes No Specify need Notify supervisor Provide additional justification, information Go to Submit step Provide justification Identify potential vendors Tallahassee Office Representative State term contract ? Provide vendor identification assistance Yes & No High Impact Improvement Area Vendor Info/ Deliverables/ Job Aids/ Templates State term contract ? • Order sheet • Email • Post-t • Catalog • Verbal request • Order sheet • Meeting • Email • Meeting • Order sheet • Verbal • Email Request 1 quote (<$2500) 2 quotes (>$2500) Select ‘best’ quote Provide quote • Quote form (varies) • Email • Fax • Phone Email Fax Systems Excel Email Personal vendor list Email Excel DFS Website Intranet Email Fax Work content Time Elapsed Time © 2014 Continual Impact LLC Time: 6 hours Time: 5 minutes Total time: 8 days Time: 6 hours Total time: 8 days Page 1

Seminole County Health Department Requisition Process (Current State) Date created: January 13, 2014 Submit Requisition Program Representative Go to Vendor Selection step Enter need into MFMP Required codes known? Determine codes No Yes Enter codes MFMP Approval Submit requisition Supervisor Business Office Representative Fix requisition No Approve requisition? No Enter need into MFMP Provide codes Enter codes Fix requisition Tallahassee Office Representative Approve req? Fix requisition MFMP Approval Continued High Impact Improvement Area Vendor Info/ Deliverables/ Job Aids/ Templates Yes • MFMP training purchasing manual • Cheek sheet • Budget codes • MFMP training purchasing manual MFMP • MFMP training purchasing manual • Justification • Budget Codes • Object Codes Systems MFMP Work content Time Elapsed Time: 20 mins Total time: 6 hours © 2014 Continual Impact LLC Time: 15 mins Total time: 15 days Page 2

Seminole County Health Department Requisition Process (Current State) Date created: January 13, 2014 MFMP Approval Continued Program Representative Fix requisition Return to Submit request Supervisor Business Office Representative Tallahassee Office Representative Go to Page 2, Submit Req. , MFPM Approval High Impact Improvement Area No Approve requisition? Yes Place order End Vendor • MFMP training purchasing manual • Justification • Budget Codes • Object Codes Info/ Deliverables/ Job Aids/ Templates • MFMP training purchasing manual Systems MFMP Work content Time Elapsed Time: 15 mins Total time: 15 days © 2014 Continual Impact LLC Page 3

Seminole County Health Department REQUISITION PROCESS – FUTURE @ 2014 Continual Impact LLC

Seminole County Health Department Requisition Process (Future State) Date created: January 15, 2014 Identify Need Requestor START: Staff Identify a want Supervisor This is a need? Obtain requests End: Notify staff No Yes Select Vendor BPO ? Yes Obtain service No Confirms need, spend threshold, justification On Catalog ? Yes No Go to Submit step Select vendor(s) No Request quote(s) Evaluate quote Notification of needs not met Submits requests Financial Account Director Quote is > $ 2500 Yes Negotiate Quality Measure: Incomplete request forms Financial Account Approver Select vendor Cost Measure: Money saved through FA negotiation Select vendor Go to Submit requisition Purchasing Agent Vendor Provide quote Info/ Deliverables/ Job Aids/ Templates • Email • Post-it • Verbal request • Purchasing • Phone • Email Binder • Meeting • Purchasing Binder • Supply request form • budget • Supply request form • BO dist. list Systems Email Work content Time Elapsed Time Email • Preferred vendor list • Vendor quote guidelines • Vendor evaluation form DFS Website Intranet Total time: 15 min / item Total time: 3 hours / item Total time: 2 hours Total time: 15 days • Quote form • Vendor quote guidelines • Vendor evaluation form Email Fax • Quote evaluation guidelines • Vendor evaluation form Email Fax Page 1

Seminole County Health Department Requisition Process (Future State) Submit requisition Requestor Supervisor Go to Vendor Selection step Notification of cost variance (total cost = < 20% of authorization) Date created: January 15, 2014 Approve requisition Submit requisition Edit quote Notification of cost variance (total cost = < 20% of authorization) Send requisition Purchasing Agent Quality Measure: Money saved through FA negotiation Financial Account Director Cost Measure: Financial Account Approver Review & correct codes Purchasing Agent Approve Time Measure: requisition cycle time Review requisition Vendor Correct ? End: Place order Quality Measure: Purchasing Agent identified errors Info/ Deliverables/ Job Aids/ Templates • Supply request form • Quote(s) • Justification • Purchasing binder • FA database • FA codes • Requisition checklist • Supply request form • Quote(s) • Justification • Purchasing binder • Requisition checklist Systems MFMP Work content Time Elapsed Time Total time: 20 mins Total time: 8 days MFMP Total time: 10 mins Total time: 16 days Page 2