The Quality Improvement Committee at the Sedgwick County Health Department (SCHD) in Kansas identified improving the processes related to Asset Management as one of the eight improvement areas to address in an effort to
develop a culture of QI at the agency.
Sedgwick County departments are required to maintain master data records for all controlled assets in the central controlled asset financial SAP database within their area. Tracking controlled assets allows departments and the Sedgwick County Finance Department to track equipment for maintenance or replacement purposes and make budget adjustments accordingly. The SCHD has five divisions with staff working at six different worksites. Multiple purchase points have been established to help facilitate various day-to-day operational needs within the divisions. Along with multiple purchase points, the opportunity for variance among purchasing processes tends to increase.
AIM Statement
Provide an updated Asset Management process flow to 100% of health department staff by January 2011.
Plan
Sedgwick County designed an improvement theory to create efficiencies in the methods in which controlled assets are assigned fixed asset tags and added to the controlled asset inventory.
Do
Two surveys were provided to the 14 staff identified as “frequent buyers” across the divisions. The first survey was given with instructions to complete only. The second survey requested that a flowchart of the “preferred method” be reviewed prior to completing the survey. The results of both surveys showed a need for additional training.
Check
A pretest was given to determine understanding of the process.
Act
These next steps were established to improve the processes based on the information learned during the project:
1. Develop training for process of determining what qualifies to be a tagged item and listed on inventory.
2. Develop system of reminder for a process developed for tagging new items that should be placed
on SAP inventory list.
3. Provide annual training or refresher training for those who purchase and tag controlled assets.
Establish Future Plans
1. HD Finance & Buyer from Sedgwick County Purchasing to schedule meetings with divisions to review “preferred
method” with a question/answer session.
2. Continue to monitor all purchases made and see if inventory is complete in SAP.