The ATA Team is a cross-departmental team formed by Purchasing and Payables Administration. The objective of this team is to reduce the number of invoices in discrepancy and increase the number of invoices that can be paid upon first submission.

In a perfect situation, all invoices submitted to Payables Administration for payment would be able to be processed with no problems. When this does not happen, the system generates an ‘Authority-to-Adjust’ (ATA). The ATA will go to the buyer assigned on the purchase order for resolution of the problem listed on the ATA. The problems vary but the main issues we encounter are that the price on the invoice does not agree to the terms of the order or that the department needs to increase the encumbrance amount on the order because there is no longer enough money.

The approach the ATA Team has taken to achieve its objectives is threefold:

1. Data-based
2. Training-based
3. Intervention-based

ATA Team has created a measure of ‘invoices in discrepancy’ that can be effectively used by both Purchasing and Payables Administration. In addition to this measure, they are using data to better understand the root causes of ‘invoices in discrepancy.’

The training-based aspect is to develop and provide training for both Payables and Purchasing employees so they can better understand the process.

In the intervention-based method, data is used with campus departments to identify more efficient and effective methods for the Purchasing and Payables process. They also work with internal employees in Purchasing and Payables Administration to use data to identify any training needs.

Note: The ATA Team has completed its measurements and developed statistics. At this point, however, they have not presented this information to their sponsors, so we do not have the actual numbers!