Procurement payment document processing in government agencies is often characterized by inefficiencies such as delays, document returns, and rework due to unclear requirements and inconsistent procedures. This study aimed to evaluate the application of Lean Six Sigma (LSS) in enhancing the efficiency and consistency of procurement payment document processing in the Planning Division of the Department of Energy. Specifically, it focused on identifying existing workflow inefficiencies, analyzing common issues encountered by personnel, and implementing process standardization strategies to improve overall performance.
A descriptive–analytical research design was employed using the Lean Six Sigma DMAIC (Define–Measure–Analyze–Improve–Control) framework. Data were collected from procurement records, document analysis, and structured survey questionnaires administered to personnel involved in document preparation and processing. Key performance indicators included processing time, number of document returns, and frequency of rework. Statistical tools such as weighted mean and paired sample t-test were used to analyze the data.
Findings revealed that inefficiencies in the current process were primarily caused by unclear document requirements, inconsistent interpretation of procedures, and lack of standardized guidelines. The implementation of process improvements, including a Document Requirement Alignment Matrix and pre-submission validation, resulted in significant improvements in processing efficiency. Statistical analysis confirmed a significant difference in processing performance before and after the implementation of Lean Six Sigma-based improvements, leading to reduced processing time, minimized document returns, and decreased rework.
The study concludes that the application of Lean Six Sigma is effective in improving the efficiency and consistency of procurement payment document processing in a government setting. The findings highlight the importance of process standardization and structured improvement methodologies in enhancing administrative performance and provide a replicable framework for similar document-intensive processes in the public sector.