Process Flow Chorts
Administrators occasionally assume incorrectly that persons who have perlbrmed a
particular Function for many years and understand its intricate details will naturally
devise and adhere to the best procedures for carrying it out. Decisions regarding oper-
ational steps are left to the operators themselves or to line supervisors. Other admin-
istrators, priding themselves as “hands-on managers,” may immerse themselves in the
details of a process but never really examine those details systematically with an eye
toward streamlining procedures or eliminating unnecessary steps. Opportunities For
improvement can be missed either way.
SCENARIO: PROCEDURAL PROBLEIVIS
IN TARA COUNTY, GEORGIA
Department heads and supervisors in Tara County, Georgia, have been increas-
ingly frustrated by the time-consuming procedures required to secure supplies and
materials For their operations. County administrator Charlotte O’l-iara has partied
the complaints of one department head after another with reminders of the impor-
tance of a centralized purchasing system For securing competitive bids and volume
discounts. Today, however, Clarence “Red” Butler, the county’s public works direc-
tor, stormed into her office and began explaining how current procedures were hurt-
ing his departmemfs productivity.
“I’m not opposed to centralized purchasing,” Butler said, “but when I have to
adjust crew assignments because I don’t have materials I should have received days
ago, were not getting fiill advantage of our scheduling efforts. It seems to take For-
ever to get our requisitions processed and a purchase order out to a supplier.”
Afier discussing the problem at some length, O’Hara decided that it was time to
take a closer look at requisition procedures. She summoned purchasing agent Stanley
ill<es to her office and asked him to consult with the public works director and pre-
pare a detailed evaluation of current procedures to see if some improvements could
be devised. The two men decided to begin their analysis by developinga process Flow
chart for the requisition-to-purchase-order process.
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