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The National Institute for Governmental Purchasing or, NIGP: Institute for Public Procurement, represents over 3,000 member agencies and 15,000 procurement professionals around the world and has recently selected the Oregon Department of Corrections (DOC) to receive the 2018 NIGP Innovation Award. DOC Procurement and Contracts employees, Matt Shoemaker and Craig Heilman, created an easy-to-use Microsoft Excel tool that now enables the Department to save countless hours and reduce errors when staff are completing contract documents.
Public Works Public Improvement contracts typically have between eight and nine required documents to complete a solicitation. Historically, these documents have been recreated for each individual project, which increases the potential for human errors and missing information; this can create unintentional and unnecessary time and cost burdens. The DOC team automated the entire process by combining the documents into a single file allowing them to complete one Excel tab which then fills out each of the required forms of approximately 50 total pages. DOC has now seismically shifted a fiscally-dependent procedure that used to take many hours, to managing this complicated process in less than one hour.
The Innovation Award is one of NIGP’s most prestigious achievements, recognizing DOC’s innovative approach to solving modern problems. NIGP’s Knowledge and Management Committee was fascinated by DOC’s innovative approach to improving internal processes.
Mr. Shoemaker, a Procurement and Contracts Specialist, will accept the award and speak on the topic at the annual forum in Nashville, TN in August.
DOC employs 4,700 staff members at 14 institutions, two community corrections offices, and several centralized support facilities throughout the state. The agency is responsible for the care and custody of over 14,700 adults sentenced to more than 12 months of incarceration, and direct or indirect supervision of 33,000 offenders on felony supervision in the community. DOC is recognized nationally among correctional agencies for providing adults in custody with the cognitive, education, and job skills needed to become productive citizens when they transition back to their communities.