Presentation to AHSPO October 2009 October 2009 J h John Warren - - PowerPoint PPT Presentation

Presentation to AHSPO October 2009 October 2009 J h W John Warren Group Supply Manager St John of God Health Care

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East Timor:

International Hospital Aboriginal Health Tonga: Tonga Twinning Project Pathology WA Sydney: Pathology VIC Burwood Hospital Casa Venegas Richmond Hospital Melbourne: Ballarat: Bunbury: Bunbury Hospital Community Drug Team

Geraldton: Geraldton Hospital

Perth:

DAWN Fremantle Counselling Centre Head Office M h

Accord Berwick Hospital Nepean Rehabilitation Hospital Raphael Centre, Berwick

Geelong:

Warrnambool: Warnambool Hospital Ballarat: Ballart Hospital Pomegranate House

Geraldton Hospital

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Mamreh Murdoch Community Hospice Murdoch Hospital Subiaco Hospital Raphael Centre, Subiaco

Christchurch: Health & Disability Services Waipuna Geelong Hospital Raphael Centre Bendigo: Bendigo Hospital Raphael Centre

Problems / issues to be addressed

1. Improve contract “visibility” 2. “Clunky” contract pricing mgt & maintenance 3. Integrate contract compliance / Requisitioning process 4. Prosthesis management

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Setting the scene:

• Multi State / Multi Site Organisation

14 divisions across 3 Aust states & NZ 14 divisions across 3 Aust states & NZ Multiple departments within divisions Many contract types Many contracts

• Autonomous decision making

Divisional executives make decisions for their Divisions Delegation Authority compliance

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Delegation Authority compliance

Setting the Scene:

Administered by multiple departments:

Supply

Many types of contracts & agreements:

Simple Contracts L d C t t Engineering Catering Pharmacy Admin Land Contracts Employment Construction Finance & Insurance Admin Executive Across Multiple Divisions: Finance & Insurance Health Fund Nursing Agency Consultants Across Multiple Divisions: Delegations Authority not clear Consultants Leasing Equipment Servicing Equipment Loan q p Student Placement Clinical Trials Information Technology

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Significant (Complex / Strategic / High Value

1: Low contract visibility The Problem: No visibility

Group and/or divisional level

Multiple recording systems

None Data bases

Security Important actions missed

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Options missed Expired agreements not re-negotiated

Our requirements:

Contract Recording System:

Standard Group wide system p y Group wide visibility (within restrictions) Strong search function Security Action & obligation reminders Fl ibl t Flexible reports “Off the shelf” Very Very user friendly Very Very user friendly

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Our solution: Selected Product:

• LEX Contract Management System

g y

– Basic details – User “Customisable” – Attach documents – Reminder function (linked to email) R d d t f ilit – Recorded notes facility – Security Australian Product – Australian Product

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The outcome:

√ Group wide visibility √ Standard Group wide application √ Strong search & reporting functions √ Good security & restrictions √ Follo p facilit linked to o r email √ Follow up facility linked to our email √ Facility to attach & securely file contract documents √ User friendly / Uncomplicated √ Quick to implement - Implemented across 6 divisions p p

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Lessons learnt:

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2: “Clunky” contract pricing management & maintenance: Our Problem: System issues:

ERP system – Progressive “enhancements” from 1993 -2008 Lost “memory” Lost memory Software Licence Software Licence

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Our solution:

Back to “vanilla” Set up “workflow” Set up workflow Minimise enhancements Group wide setup Group wide setup Blanket purchase orders Std purchase order releases

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Single shipment releases

Lessons learnt:

Oracle is complex!! Oracle is complex!! Automation is the key Really have to think things through before making changes

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3: Integrate contract compliance / requisitioning process: Our Issue:

Requisitioning too complex

Requisition Process

Difficulty enforcing compliance to & approved products & contracts

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Our Solution: Develop barcode / requisition interface

Cross reference product barcode to SJGHC item number Upload data into Barcode Reader Upload data into Barcode Reader Program “smarts” into PC Link to email Create “System requisition” for approval Create System requisition for approval Automate transmission of PO / Pick slip when approved

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Scan Requestor Barcode Label 1 Barcode Label

• Scan Location Name

Barcode Label 2 Scan Either SJGHC Item Barcode Label

• 3
• r Product Barcode

Label

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• Enter Quantity Required (In single units)

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Email Confirmation of Requisition Creation

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Email attachment listing items scanned

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“Incomplete” Requisition Created for Requester to Review and Approve Internal Reqn for Inventory Items Purchase Reqn for Non-Inventory Items

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The Issues:

Product Barcodes Product Barcodes “Roll out” resources

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4: Prosthesis management: Our issue: Considerable spend across the Group Considerable spend across the Group Paper based process Gaps in reconciling St ff k l d & d t di f i t Staff knowledge & understanding of impact

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Our Solution:

“hTrak” Prosthesis Management System

Prosthesis data maintained by hTrak Prosthesis data maintained by hTrak Interface to patient accounts Interface to Purchasing “Missed” prosthesis reduced Improved capture & tracking of serial / lot p p g numbers Australian developed product

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Australian developed product

Our issues:

Some staff don’t see it as their responsibility Computer skills Computer skills SJGHC Specific requirements Interface to 2 PMS’s Information from suppliers

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Lessons learnt:

Training Training Training Better engage the suppliers Better engage the suppliers Don’t take computer knowledge for granted D ’t d ti t th i Don’t underestimate the size

• r complexity of the task

The benefit of champions

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