Evaluation and Selection of New Products

DSPO April 2019 Dianne Jones Director

Process Name: Evaluation and Selection of New Products

Review Date: April 2019

Responsible Unit: Lead Trainer and Product Evaluation Team

Description: Evaluate new chemicals, equipment and other supplies

Input Triggers: Customer Feedback, Changes in Product Specifications, Safety Data Sheets, Manufacturer Literature, Product Samples, Product Performance Reports

Finish Line: New product is selected

Cycle Time: Based on product

Customers: Procurement, Test Site Managers

CTO Standards: Clear and timely communication of expectations

Performance Measures: NA

Performance Capability: NA

Performance Period: NA

Results: Goal Actual (FY 19)

NA NA

Triggering

Event

GUIDES What helps us know why, when, and how we do what we do?

DSPO Strategic Plan

State Requirements

Safety Regulations

Budget

LEED

END

INPUT What do we need to do this?

OUTPUT What do we produce or deliver?

Customer Feedback

Changes in Product Specifications

Safety Data Sheets

Manufacturer Literature

Product Samples

Product Performance Report

Evaluation

and Selection

of New Products

Customer Satisfaction

Effective/Efficient Work

Processes

Increased Value

Bid Specifications

“Greener” Products DSPO KEY PROCESSES

ENABLERS

Environmental Services System-wide Safety Programs

Quality Assurance

Financial

Monitoring

Workforce Excellence

Customer

Satisfaction

Supply & Property Management

Procurement

Budget

Vendors

Division of School Plant Operations

Evaluation and Selection of New Products

Review Date Process Owner Customers Critical to Quality Measures

April, 2019 Lead Trainer and Product Evaluation Team

Procurement Test site managers

Clear and timely communication of expectations

Customer satisfaction survey results

Background: The DSPO evaluates new chemicals, equipment and other supplies in response to customer

feedback, changes in industry and product standards, regulatory requirements, etc.

1. Product Evaluation Team (PET consists of trainers, ERS rep, BSS, school staff rep) does product research

(gathering and reviewing manufacturer literature including SDS, checking references, etc.)

2. Merit Review?

3. Is it a chemical?

4. Send Safety Data Sheet to Environmental Services for review and approval for use in schools

5. Is it approved?

6. PET identifies testing sites

7. PET develops evaluation criteria for product testing

8. PET sends following information to Procurement.

a. Criteria should include how product will be judged, i.e. quality, cost, green features, packaging,

ease of use, etc.

b. Length of test

i. Equipment - 20 work days

ii. Supplies - minimum of 3 months

iii. Floor finish or sealer – 1 year

c. Amount of product vendor is required to provide for the test

d. Where and when product is to be delivered

9. Procurement invites vendors to participate in the test.

10. PET communicates evaluation process and expectations to BSMs of the test sites “regarding”:

• Building Service Manager Reports (from each testing site)

• Equipment/Supply Evaluation Forms

o Anyone who operated equipment or used supplies completes evaluation form.

• Feedback from others (observations)

o Building Service Supervisors

o PET members

o Location staff members

Administration

School Staff

11. Test site BSMs receive equipment or supplies for testing.

12. Test site BSMs receive training for proper usage of equipment and supplies to testing sites.

13. Test site conduct the test.

14. Test site BSMs submit evaluation reports at the end of the testing period.

15. PET evaluates test results

16. Is product recommendable?

17. PET prepares report of recommendation and send to director.

18. PET presents recommendations to DSPO leadership team and receives any additional feedback.

19. Director of School Plant Operations sends the final approved equipment or supply specification to

procurement for bid.

20. Procurement issues solicitation for new product

Envi

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Serv

ice

s/IA

Q

Test

ing

Site

P

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rem

ent

Div

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s (D

SPO

)

Division of School Plant Operations: Evaluation and Selection of New Products

Need for new product received

(1) Product Evaluation

Team (PET) does research

END

No

(2)

Does product merit testing?

Yes No

(3)

(6)

PET identifies testing locations

(15)

(7)

PET develops evaluation criteria

and test specifications

(16)

(17)

PET prepares

(8) PET sends test

criteria to Procurement

(10) PET Communicates

test process to BSMs of test sites

Is product a chemical?

PET evaluates test results

Is product recommend

ed?

Yes recommendation report for director

Yes

Yes

(19)

No

END

(18) Director sends final recommendation to

Procurement

PET presents recommendation to

DSPO leadership team

(4) Evaluate SDS for

safe use

(5)

Is product approved

No END

(20) Issue solicitation for

new product

END

(9) Issue invitation to

vendors to participate in test

(13) Test site BSMs

submit evaluation reports to PET

(13)

Test site conducts the test

(12) Test site BSMs receive training from vendor for

proper usage

(11)

Test site BSMs receive product for

testing

SPO\Process Documents and Performance Measurements\Organizational Effectivement\Pro Docs Eval and Select New Products 2019