Exercise 4: Sessions Six

Part 1: CTR – Purchasing and Supply Worksheet

Supplier: XXX Product: Fasteners, Pumps, Power Tools, etc

1. Describe the cycle, from placement of an order to the receipt of the “goods”.

Average cycle time: 5 days
Minimum: 4 days
Maximum: 7 days

2. List the specific purchasing and supply activities involved and the range of cycle times for each.
Determination of Inventory level – Within a day
Determination of quantities and type of materials needed – A day
Request for a quotation – 2 days
Developing a purchase requisition – within a day
Approval of the requisition – 3 days
Creation of PO – within a day
Receiving of materials – within a day
Invoicing – within a day

3. What are the causes of cycle time variability?
Use of generic material names – Technicians normally uses generic names of materials that are unknown to vendors. This causes delays in executing request.
Long approval times – depending on the amount, there could be three stages of approvals. Each stage requires a justification of purchasing materials.
Errors in quotation – sometimes vendors misquote especially with quantities of materials.
Shortages in materials received
Invoice and PO mismatch

4. What information do you provide to the supplier? When and how do you provide it?
I provide the supplier with the type of material needed (including material description, unit of measurement and part number), the quantity and delivery location. I send these through email.

5. What information do you receive from the supplier? When and how do you receive it?
I receive a quote that contains the material name, price (including discount and/or LEM), unit of measurement and estimated delivery time. I receive it a day or two after sending.

6. What purchasing and supply cycle performance measures does your organization use?
The measures used are:
Quality – this runs through the cycle and it includes order accuracy, requisition completeness, inventory accuracy, proper invoicing and etc.
Time – this measures the time it takes to complete specific activities. For instance, approving a requisition.
Financial