Case Study Auckland District Health Board Counties Manukau Health

“Seeing Fuji Xerox implement processes to ensure we’ll never again have stockpiles of obsolete printing is a significant step for our organisation. The relationship we have developed with Fuji Xerox is excellent, as is their customer service. Once the “basics” are in place with the inaugural transition, we are looking forward to partnering with Fuji Xerox to transform our print methodology beyond progress made to date with clinical forms.” – Pauline Hanna, Executive Project Director

Counties Manukau Health

Integrated Print Management Services

DHBs and healthAlliance unite to achieve healthy print savings

healthAlliance Finance, Procurement and Supply Chain (FPSC) is a shared services organisation which provides procurement services nationally to all 20 District Health Boards (DHBs). In 2015, healthAlliance issued a Request For Proposal (RFP) on behalf of DHBs to consolidate, streamline and supply print and procurement processes for all clinical forms initially and ultimately, all printed materials.

Taking stock

Clinical forms are used by all DHBs to document the outcome of the treatment of patients

One DHB may have up to 1000 different types of forms used by different specialities and occupational groups. Forms may be a simple printed piece of A4, or a complex triplicate-copy hand-bound record book.

The RFP was issued to tackle the issues that arose from the previous DHB print vendors producing enough stock to cover anything from three-months’ to upward of two years’ worth of supplies. The surplus was stockpiled and ordered by DHBs when needed. This resulted in

a large number of forms languishing in warehouses, with numerous stock items becoming obsolete before they were ever purchased.

The DHBs’ primary objective was to find a quality solution to transform its print function. This means a holistic solution that not only saves money and reduces waste but creating an organisation that will also work collaboratively with the DHBs to identify further efficiency opportunities and optimise advances in printing technology.

A formula for success

The three-year contract to provide a fully integrated end-to-end Print Management solution was awarded to Fuji Xerox New Zealand.

The Fuji Xerox Managed Services Team are currently working directly with DHBs to transform their print management process. They are reducing wastage and delivering savings through the rationalisation of current stock items, stock reduction and automated reorder points, as well as determining the most economical production method. Fuji Xerox also provides full advisory and human resources to manage the ordering, invoicing, delivery, stock and inventory management of clinical and non-clinical printed materials.

ADHB - first on board for savings

Each DHB has the option of using Fuji Xerox, or maintaining their status quo. The first to engage was Taranaki District Health Board, closely followed by Auckland District Health Board (ADHB) and Counties Manukau Health (CMH).

ADHB had previously invested in digitising patient files, and many of their clinical form processes were already streamlined and optimised. They were keen to embrace the savings outlined by Fuji Xerox under the terms of the healthAlliance partnership, but with the proviso that the changeover cause minimum disruption to their staff. It needed to be ‘Business as Usual’ from day one.

To maintain continuity for users and minimise cost for the DHB, Fuji Xerox leveraged ADHB’s investment in a print ordering and document storage platform. The existing ADHB platform was rebranded as the Fuji Xerox Print Management Platform, leaving the layout and functionality remained largely the same. Due to the familiarity with the way the platform operated, ADHB staff had a zero learning curve. Other system improvements were rolled out over a period of time.

To create a smooth handover from the existing print providers, and to make sure there was continuity in supply, Fuji Xerox took out the obsolete forms before purchasing the huge stockpile itself. This put the management and distribution of all forms under the umbrella of Fuji Xerox’s highly efficient print management service and ensured that it was indeed ‘Business as Usual’ for the DHB.

Wayne Morris, Procurement Programme Manager for ADHB, described their transition to the Fuji Xerox solution as “very smooth.”

“We were adamant that we wanted the move from our previous print model to the new Fuji Xerox one to be unnoticeable by our staff. Fuji Xerox managed this so that on the day of the cutover it was business as usual for everyone. Sure, the print ordering and document library platform had new branding on it, but everything else was the same so we had no loss of productivity, and no unexpected learning curve.”

Counties Manukau Health – clearing out the stockpiles

The executive team at CMH are impressed with the structure and controls Fuji Xerox have put in place around the print ordering process.

The print process is now completely transparent, and the outcomes for CMH are all positive.

“The implementation went smoothly, and Fuji Xerox was able to provide support and advice along the way, particularly when we needed to introduce a new process,” said Janet Gibson, Service Manager - Patient Information. “I really appreciate the professionalism of the Fuji Xerox staff we are working with.”

One of Fuji Xerox’s key recommendations was that CMH hire a dedicated print co-ordinator. This, according to Gibson, turned out to be critical to the ongoing success of the transition. “In the past, because there was no dedicated resource to manage the relationship with the printer and staff in the DHB, there was no central overview of the process. Now there is someone who understands the process - from developing new forms and changing existing forms, through to the ordering process and more. This has helped significantly in achieving the expected outcomes.”

Pauline Hanna, Executive Project Director, is pleased with both the cost savings being made and the ability for CMH to regain control of what had become runaway stock levels. “Seeing Fuji Xerox implement processes to ensure we’ll never again have stockpiles of obsolete printing is a significant step

for our organisation. The relationship we have developed with Fuji Xerox is excellent, as is their customer service. Once the “basics” are in place with the inaugural transition, we are looking forward to partnering with Fuji Xerox to transform our print methodology beyond progress made to date with clinical forms.”

When size doesn’t matterA key benefit for DHBs is that regardless of their size, they can save money on their printing. And as more DHBs engage with Fuji Xerox, the savings continue to grow. Critically, DHBs who engage with Fuji Xerox saved 40% on their clinical form printing. And the use of digital print, with its short lead time and economies, vastly reduced the need to stockpile.

By printing the DHB clinical forms digitally, Fuji Xerox can place orders made up of many versions and split volume runs. So, a single print run of 500,000 items can be made up of 20 different forms, each from a different DHB, and each with a different volume requirement. As digital printing allows consecutive runs that do not require plates, plate changes or even stopping the press, the unit cost is dramatically reduced. This means that small DHBs with low volumes can take advantage of the same unit rates achieved for large DHBs with their high volumes.

– Wayne Morris, Procurement Programme Manager Auckland District Health Board

Fuji Xerox’s massive purchasing power means it can negotiate savings across non-digital print items too. For example, the savings made by ordering three million envelopes for 15 DHBs – big and small - means the smaller DHBs, who often have the least budget, are no longer ‘penalised’ for lower volume orders.

A collective approach – beyond printed forms

Working closely with the DHBs means Fuji Xerox can identify instances where forms can be consolidated, and spot if an improved version can be used by all.

As more DHBs adopt the Fuji Xerox print model this collaborative approach can extend to specialised items as well. For example, the valuable Pathways collateral, used to support heart patients, can be developed where demand is higher and then shared with smaller DHBs who have less budget. Campaigns for flu shots can be rebranded rather than developed afresh for each and every DHB – saving time and money.

Maintaining good form

The Fuji Xerox Print Management Platform provides DHB staff with all of the clinical forms they need online.

The forms are version-managed to comply with current legislation and DHB best practice. While some forms can be downloaded and printed as needed on internal multifunction devices, others need to be ordered. To prevent over-ordering, when a staff member views an item online, they can see immediately if stock is already available. They are unable to place a further order while current stocks exist.

Asset rich

Fuji Xerox is helping to develop and maintain a centralised clinical forms register and digital asset library for DHBs. Eventually, the Fuji Xerox Print MIS technology system will be rolled out as one common platform, allowing DHB staff to order items 24/7, review and proof artwork online, share templates and assets amongst DHBs, and more.

To save the time and money required to create new forms, DHBs will be able to search the asset library to see if there is an existing form they can simply rebrand and print.

Fast to implement, quick to pay off

For many, the thought of implementing a new print management process can be daunting. However, Fuji Xerox’s experience and methodologies reduced what would normally be a three to four-month implementation process into a six-week process, at most.

Fuji Xerox is working closely with DHB internal continuous improvement and project management staff to identify processes and products that can save even more resources and money. This in turn, will enable DHBs to remain focussed on maintaining uninterrupted and high-quality patient care.

Xerox, Xerox and Design, as well as Fuji Xerox and Design are registered trademarks or trademarks of Xerox Corporation in Japan and/or other countries.

Background

In 2015 healthAlliance issued an RFP to consolidate, streamline and supply print and procurement processes for all clinical forms and non-clinical collateral across DHBs nationwide.

The 3-year contract to provide a fully integrated end-to-end Print Management solution was awarded to Fuji Xerox New Zealand.

Solution and services provided:

Auckland District Health Board (ADHB) and Counties Manukau Health (CMH) were two of the DHBs that came onboard the integrated print management platform with Fuji Xerox.

• Fully integrated end-to-end Print management solution that includes people, process improvements and the Fuji Xerox Print Management Information System (MIS) technology system.

• Transformed the print management process to reduce wastage and deliver savings through the rationalisation of current stock items, stock reduction and automated reorder points, as well as determining the most economical production method.

• Provide full advisory and manpower services to manage the ordering, invoicing, delivery, stock and inventory management of clinical and non-clinical printed materials.

Key value delivered:

• Reduced costs by removing huge stockpiles of obsolete forms

• Saved 40% on clinical forms printing through the use of digital print

• Allowed smaller DHBs to enjoy the same print rate due to economies of scale

• “Business as Usual” while implementing changeover

• All clinical forms are available online and version-managed to comply with legislation and best practices

• Effective stock control• Scope expanded to include design,

artwork and on-demand printing of non-clinical print collateral

• Campaigns assets are reused – saving time and money

About Fuji Xerox New Zealand

Fuji Xerox delivers market leading document services and print solutions to the New Zealand market place. Our core philosophy is to be ‘strong’, ‘kind’ and ‘interesting’; a ‘strong’ company that delivers excellent products and services that satisfy customers, and is able to reward its shareholders continuously; a ‘kind’ company that contributes to local and global communities with a particular focus around young people; and an ‘interesting’ company at which employees find their life and work fulfilling. We aim to be a company with a good balance of all three attributes. Visit us at www.fujixerox.co.nz

About Fuji Xerox Global Services

Since its inception in 2007, Fuji Xerox Global Services has maintained its market leader position in document management and consulting services globally. At Fuji Xerox Global Services, we help our customers re-engineer their document management processes, ensure seamless integration into their current IT infrastructure, transform document intensive processes and customer communications to achieve operational excellence, costs efficacies and sustainable growth. As your business partner, your success is our success. For more information, please email fxgs.marketing@fujixerox.com or visit us at www.fujixerox.com/eng/solution/globalservices/

Founded in 1962, Fuji Xerox Co., Ltd. is a leading company in the Document Services & Communications field, offering solutions and services to help customers resolve their business challenges. Fuji Xerox is a 75-25 joint venture between FUJIFILM Holdings Corporation and Xerox Corporation, and its direct sales force covers Japan and the Asia-Pacific region including China. We employ approximately 47,000 people globally, with more than 80 domestic and overseas affiliates / sales subsidiaries. www.fujixerox.com