Enterprise-Wide Value Analysis Structure & Standardized Product Review/Decisions
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1 Enterprise-Wide Value Analysis Structure & Standardized Product Review/Decisions Kamy Leeret, BSM Director Strategic Sourcing University of Colorado Hospitals Todd W. Bowers, RN, MSN Administrator, Supply Chain Clinical Analytics LA County Department of Health Services March 19, 2015 Supply Chain Council and Value Analysis Program Meeting 1
2 Objectives: Challenges of Unifying an Enterprise-Wide Value Analysis Structure Leadership Support is Critical to Success End-User Accountability for Clinical Decisions Successes Achieved & Lessons Learned Establishing Rules of Engagement Defining Savings Goals 2
3 SYSTEM OVERVIEW 2.5-years as a System 5 Hospitals Inpatient Beds Licensed: 1512 Annual ED Visits FY ,537 Annual Clinic Visits FY ,035,884 2-years as a System 4 Hospitals Inpatient Beds Budgeted: 1440 ADC: 1230 Annual ED Visits FY 14-15: 292,759 Annual Clinic Visits FY 14-15: 1,860,000 3
4 Los Angeles County Department of Health Services Supply Chain Network Clinical Analytics Division DHS Corporate Supply Chain Network Gary D. McMann, Chief Departmental CNO Vivian Branchick Supply Chain Operations Teri Castaneda, Assistant Chief Corporate Purchasing Gloria Miller, Director Supply Chain Analytics Jason P. Ginsberg, Director Information Technology Mauricio Aguilar, Director Supply Chain Clinical Analytics Todd W. Bowers, Administrator North Region Connie Said, Director Central Region Chad Hazard, Director Southwest Region Sylvia Trejo-Sheu, Director Supply Chain Directors North Region Dolores Gonzalez Central Region Anna Otero Southwest Region Francisco Rea Southeast Region Sandra Ruiz (Interim) Southeast Region Olivia Piedad-Vasquez, Director DHS Perioperative Services Susan Newsom, Director DHS Lab Standardization Amy Pilarca-Lentz, Director January
5 Supply Chain Clinical Analytics SCO Executive Oversight Committee (System) SCO Value Analysis Committee (System) Patient Care Services (System) Perioperative Services (System) Diagnostic Services (System) Laboratory Services (System) Radiology Equip & Services (System) Pharmacy Commodity Supplies Hospital Value Analysis Committee POCT Communication Executive Leadership Nursing Products/Education OR Committee Supply Chain Analytics 1/2015 5
6 Build & Manage VA Program DHS Value Analysis Program UHC Engagement Determine Must Have s Identification of Staff & Structure Determination of Workload Leadership Support Key Clinical Functions & Responsibilities Process Flow Chart Managing Clinical End-User Engagement Maintain Clinical Focus & Evidenced-Based 6
7 Structure Successes VA Committee Structure Teams DHS Value Analysis Program CMO & CNO Identification of Members Committee Charters Job Duties Contract Compliance Purchasing Processes Request of New/Replacement Products Protocol Standardization Item Master & SKU Reduction 7
8 Structure Challenges Membership Responsibilities Conflicting Priorities Confidentiality Uniformity of Conversions Communication Product Utilization Clinical Preference Outliers Reliable Purchasing Data Accountability (Key to Success) DHS Value Analysis Program 8
9 DHS Value Analysis Program Management of Processes Contract Management Uniform System-Wide Pricing Supply Item Master Activation of Novation Agreements Local Agreement Development/Management Uniform Conversion Process Established Monthly Meetings with Med/Surg Distributor Reports Project Dashboard Monthly Cost Savings Report Monthly Supply Chain Newsletter Quarterly 9
10 Strategic Sourcing 10
11 Build and Manage Value Analysis Program Develop Corporate VA Positions Define System VA Structure Standardize Meeting Governance Build Reporting Structure Write Job Descriptions Assign Responsibilities Define Position Workflow Standard Work Pre-Meeting Requirements Auto Approve Process Quick Approval Process Approval Process Approval thresholds Define Evaluation Criteria Meeting Rosters Web Conferencing Standard Operating Procedures Charters Orientation Manual for new Council Members and onboarding hospitals Standardize meeting documents Agendas Minutes Sign-in Sheets Standardize Reports Savings Tracker for projects Dashboard for Corporate Teams 11
12 Strategic Sourcing Business Functions VALUE ANALYSIS SUPPLY CONTRACTS INFORMATICS Product Selection Project Management Clinical Liaison Clinical Evaluations Price Management Product Portfolio Product Requests Contract Management Financial Analysis Systems Management Data Management Data integrity Report Building 12
13 Value Analysis 132 Miles 13
14 Value Analysis Process Flow Standardization Opportunities SupplyNET New Products Contract Opportunities Value Analysis Send to VA for product review Supply Contracts Analyst Send to SCI for Item Set-up Supply Chain Informatics Committee Review Clinical Trials Financial Analysis Negotiation Data Input Data Output Product Management Price Management Data Management Communicated to Distribution/Logistics & Delivered to the End User 14
15 Structure Success Centralized Operations (Corporate Teams) Value Analysis Team Contracting Team Supply Chain Informatics Team Standardized Platform for Project & Data Management Lawson SupplyNET (SharePoint) Data Management Tools Standardization and Contract Management 15
16 Structure Challenges Regional Buy-in Membership Responsibilities Conflicting Priorities Communication Multiple Data Sources Clinical Preference Outliers Accountability 16
17 Management of Processes Dashboard 17
18 Similarities of VA Structure/Systems Charter Disclosure Organizational Chart Committee Structure Job Duties Standard Operating Procedures Dashboards Savings Report Committee Charter Conflict of Interest Organizational Chart Committee Structure Job Duties Member Responsibilities Project Dashboard Savings Report 18
19 Differences of VA Structure/Systems Large geographical area of system coverage Video Conferencing Includes both Clinical and Operation oversight Closer proximity of facilities Ability to meet faceto-face centrally Validation of Savings Separation of Clinical and Operational duties 19
20 20
21 Contact Information Kamy Leeret Phone: Todd W. Bowers Phone:
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