Business Case

Project No.: OAS-09-01 (5w)Project Title: Improve the Inventory Management System of Task Chairs at ADB HQChampion: Hendy Widjaja & Chatiya Nantham Team Leader: Ma. Imelda Abao & Nestor MartinAsst. Leader: Cordel TrincheraMembers: Martin Ericsson Cruel Gene Oliver Cruz Flordeliza Vargas Ma. Rita Habalo Emmanuel Ongkeko Joanna Paula Tatad Lleda Daquiuag

Business Case

DEFINEBusiness Case:

The management of the furniture inventory in ADB-HQ posed a huge challenge to OAS. Physical inventory and reconciliation exercises are labor intensive, time consuming and not very cost effective. As a result of the inter-departmental discussions, Administrative Order 4.02 was revised, to conduct random physical inventory of furniture in selected areas and for every major departmental reorganization in lieu of the full furniture inventory.

Milestone of Full inventory of FurnitureMonthActivityDec 2006Physical inventory commencedApr 2007Inventory completedApr-JunReconciliation of physical inventory against Oracle recordsJun-JulDrafting of report, discussionsAug 2007Report finalization and approval

Business Case

Business Case:

In both exercises, i.e. full and random inventories, it revealed that 41% (2007) and 26% (2008)of furniture items have no Property Control Number (PCN). PCNs are item identifiers used to match the inventory with Oracle record.

Thus, for this project we have decided to focus on the furniture items with no PCN.

DEFINE

Definition

Business Case - Definition

Furniture refer to movable articles in ADB that make it fit for work (e.g. chairs, tables, workstations, filing cabinets, shelves, etc.)

There are several types of furniture grouped into 7 packages: Package 1 - task chairs - CH2, CH4, CH5, CH8 Package 2 - lounge and guest seats Package 3 - open plan office system (support staff workstations) Package 4 - Enclosed office system (professional staff workstations) Package 5 - tables Package 6 - storage systems Package 7 various re-used furniture

DEFINE

An analysis of the two inventory-takings shows a significant number of items with no Property Control Number (PCN).

DEFINEProject Charter Inventory 2007 and 2008 An analysis of the two inventory-takings shows a significant number of items with no Property Control Number (PCN).

DEFINE

ItemFull Inventory2007Random Inventory2008Inventoried 26,609 1,937 Items with no PCN 10,990 503 Percentage41%26%


DEFINEProject Charter Pareto Chart of NO PCN - 2007

DEFINE


DEFINEProject Charter Pareto chart of NO PCN - 2008

DEFINE


DEFINEProject Charter Oracle Fixed Assets

DEFINE


DEFINEProject Charter Chairs with NO PCN

DEFINE

Chart1

0.477037652306

0.522962352528

%

W/O PCN

2007 ADB CHAIRS WITH NO PCN

packages

ADB FURNITURE TYPES20072008

%W/O PCNCOST%W/O PCNCOST

Package 1 - Task Chairs - Ch2, Ch4, Ch5, Ch848%2,3063,104,78088%127394,284.17

Package 2 - Lounge and Guest Seats52%2,52812%17

4,834144

Package 3

Open Plan office System (Support Staff Workstations)

Package 4

Enclosed Office System (Professional Staff Workstations)

Package 5

Tables

Package 6

Storage Systems

Package 7

various furniture (RF)

chairs

ADB FURNITURE TYPES20072008

%W/O PCNCOST%W/O PCNCOST

Package 1 - Task Chairs - Ch2, Ch4, Ch5, Ch848%2,3063,104,780Package 1 - Task Chairs - Ch2, Ch4, Ch5, Ch888%127394,284.17

Package 2 - Lounge and Guest Seats52%2,528Package 2 - Lounge and Guest Seats12%17

4,834144

Package 3

Open Plan office System (Support Staff Workstations)

Package 4

Enclosed Office System (Professional Staff Workstations)

Package 5

Tables

Package 6

Storage Systems

Package 7

various furniture (RF)

chairs

%

W/O PCN


2007

%

W/O PCN


2008

INVENTORY_NAMEASSET CATEGORYASSET NUMBERDESCRIPTIONUNITSLOCATION_IDNEW LOCTAG NUMBERDATE PLACED IN SERVICESERIAL_NUMBERMANUFACTURER_NAMEMODEL_NUMBERCATEGORY_TYPEPO #PO AmountTYPEREMARKSCURRENT COSTACCUMULATED DEPRECIATIONNET BOOK VALUE

FUR2007PIFURNITURE.CHAIR.EXECUTIVE1004342CHAIR, Executive, High Back, Pneumatic,Rust Color Fabric-DIR Offices1499800001-006308-Jul-1997NON-LEASE270.38

FUR2007PIFURNITURE.CHAIR.EXECUTIVE1004344CHAIR, Executive, High Back, Pneumatic,Rust Color Fabric-DIR Offices1499800001-006502-Aug-2000NON-LEASE515.35



FUR2007PIC_FURNITUR.CHAIR.EXECUTIVE1023830CHAIR, Executive, High Back, Pneumatic,Rust Color Fabric-DIR Offices1512100001-000511-Jan-1991NON-LEASE6,919.61























FUR2007PIFURNITURE.CHAIR.EXECUTIVE1054908Executive Chaire1499811-Apr-2002NON-LEASE1,280.00






FUR2007PIFURNITURE.CHAIR.EXECUTIVE1054955Executive Chaire499811-Apr-2002NON-LEASE

33

FUR2007PIC_FURNITUR.CHAIR.EXECUTIVE1061205CH-1A HIGH BACK EXECUTIVE CHAIR (LEATHER)1562319-Apr-2004NON-LEASECH1 A/Btagging850

FUR2007PIC_FURNITUR.CHAIR.EXECUTIVE1061305CH-1A HIGH BACK EXECUTIVE CHAIR (LEATHER)1562319-Apr-2004NON-LEASECH1 A/Btagging850

FUR2007PIC_FURNITUR.CHAIR.EXECUTIVE1066177CH-1a CHAIR EXECUTIVE1378722-Sep-2005NON-LEASECH1 A/Btagging650

3

FUR2007PIFURNITURE.CHAIR.TASK1007304CHAIR,Medium Back,Pneumatic,Sea Green Fabric,Open Arms-Officers1499800003-072226-Aug-1999NON-LEASE291.5























FUR2007PIFURNITURE.CHAIR.TASK1007364CHAIR,Medium Back,Pneumatic,Sea Green Fabric,Open Arms-Officers1499800003-078029-Mar-2000NON-LEASE275.21















FUR2007PIFURNITURE.CHAIR.TASK1007409CHAIR,Medium Back,Pneumatic,Sea Green Fabric,Open Arms-Officers1499800003-082601-May-2000NON-LEASE275.21




































FUR2007PIC_FURNITUR.CHAIR.TASK1021612CHAIR,Medium Back,Pneumatic,Sea Green Fabric,Open Arms-Officers1499800003-082801-Dec-2001NON-LEASE74.25





FUR2007PIC_FURNITUR.CHAIR.TASK1023901CHAIR,Medium Back,Pneumatic,Sea Green Fabric,Open Arms-Officers1474400003-001211-Jan-1991NON-LEASE3,895.87
























































































































































































FUR2007PIC_FURNITUR.CHAIR.TASK1039455CHAIR,Medium Back,Pneumatic,Sea Green Fabric,Open Arms-Officers1499800003-070901-Jul-1998NON-LEASE183














FUR2007PIC_FURNITUR.CHAIR.TASK1055915TASK CHAIR, MEDIUM BACK, OFFICER1499817-Aug-2002CONTRACT DESIGNNON-LEASE262

































































342757,902

FUR2007PIC_FURNITUR.CHAIR.STOOL1024615HIGH STOOL,Medium Back,Pneumatic,Armless,Sea Green Fabric,adj.FootRest1401800004-006011-Jan-1991NON-LEASE3,227.57

FUR2007PIC_FURNITUR.CHAIR.STOOL1024619HIGH STOOL,Medium Back,Pneumatic,Armless,Sea Green Fabric,adj.FootRest1371300004-006411-Jan-1991NON-LEASE


















17

FUR2007PIC_FURNITUR.CHAIR.TASK1024662CHAIR,Medium Back,Pneumatic,Open Arms,Sea Green Fabric,Black Back1374200005-000211-Jan-1991NON-LEASE3,470.28

















FUR2007PIC_FURNITUR.CHAIR.TASK1025269CHAIR,Medium Back,Pneumatic,Open Arms,Sea Green Fabric,Black Back1412500005-006331-Dec-2001NON-LEASE3,470.28





































































































































































FUR2007PIC_FURNITUR.CHAIR.TASK1025776CHAIR,Medium Back,Pneumatic,Open Arms,Se

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Business Case

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