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Time saved with smarter approach for PO and invoice processing

Gahanna -- Service Department


Project: Service Department Purchase Order and Invoice Process

• Project resulted from LeanOhio Boot Camp

• Contact: Greg Knoblock · greg.knoblock@gahanna.gov · 614-342-4005



Problem:
The system for processing purchase orders, invoices, and statement verification was manual and very time consuming

Goal:
Reduce variation across programs, and reduce waste in the current process

Approach:
Used the 5-why approach to analyze the current process



Improvements: 

• Created an electronic spreadsheet for invoice tracking

• Created formulas to calculate remaining balance for each record. (implemented)



Key Metrics:

Reduced processing time for purchase orders by 57%, saving 2 hours of staff time per week

Reduced processing time for statements by 75%, saving 1.5 hours of staff time per week

Redirected Work Hours - Actual: 182 hours


 


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Contact:
Racquel Graham – LeanOhio
Racquel.Graham@das.ohio.gov 
1-614-466-6022
 
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