Scan4SafetyDemonstratorSite:aviewfrominside

ChrisSlater,HeadofSupplies&ProcurementGrahamMedwell,eBusinessManagerLeedsTeachingHospitalsNHSTrust

eProcurement

in Action

790,000 order

lines a year

GS1PEPPOL

£550m AP Spend

£18mInventory

630,000 invoice lines a year

Thescan4safetyJourney• Earlyadoptersofe-Procurementsystems• CustomerSegmentation• SupplierSegmentation• UseofKeyEnablerspreGS1• UseofGS1standards• DemonstratorSiteExperience• Themovefromtransactionaltostrategicc-Suiteinvolvement

HighLevelDeploymentTimeline

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug

Phase2Phase1PatientIdentificationPhase4

Phase2Phase3Phase4

ProductIdentification

Phase2Phase1

PurchasetoPay

Phase4Phase3Phases1and2LocationIdentification

Phase2Phase3Phase4

Phase1

Phase1

Phase1

Phase4Phase3Phase2

ProductRecall

InventoryManagementPhase4Phase3

Phase3

2016 2017

Mob Phases1 Phases2 Phases3 Phases4

HighLevelDeploymentTimeline

GS1&PEPPOLAdoptionJourneyFrom To

GS1identifiersareavailablebutonlyusedinsupplies,varyingsystemsandmethodsofidentifyingphysicalandfinanciallocationsacrosstheTrust.

Asinglelocationidentificationsystemthatcanbeelectronicallyidentifiedandispublishedtoanationaldatabase

AwellpopulatedcommoncatalogueforthemajorityofmedicalconsumableproductsacrosstheTrustisinplace.

Allproductsidentifiers,forallproductsandtheirattributesarepulledfromanationalsystemandpricingisoverlaidlocally.

Arelativelyefficientprocessbutlimitedcoordinationwiththesupplierbasetoimprovetransactionefficiency

Improvedprocessingefficiencywiththemajorityoftransactionsbeingdrivenwithouthumaninterventionwhilemaintainingcontrol

Welldevelopedinventorymanagementpracticeinmanyareasbutsomekeygaps

Aninventorymanagementprocessthatleveragestheenablers,todrivereplenishmentfromthepointofadministration

PatientidentificationisinplacebutnotcurrentlyGS1compliant

PatientwristbandsthatcanbereadbyallrelevantsystemsusingastandardidentifierbothwithintheTrustandaroundtheNHS

Aprocessisinplacehoweverrequiresalotofmanualeffortandintervention.

Almostrealtimeabilitytopinpointstockonshelvesthatrequiresarecall.

AdoptGlobalLocationNumberingsystemacross

allphysicalpoints

StandardiseTrustdatasourcesandincreasecataloguecompliance

WorkingwiththeePPMprogram,useaISB

standardidentifierforallpatients

Standardisetoonecommonprocessacross

LTH

Implementmachinetomachineprocessing

throughouttheprocess

StandardisetheprocessandutilisethetoolattheTrustsdisposalasaresult

ofGS1adoption

Transformation

Locatio

nIden

tification

Catalogue

Man

agem

ent

Patie

nt

Iden

tification

Inventory

Man

agem

ent

Purcha

seto

Pa

yProd

uct

Recall

LocationIdentificationWhatwillweachieve?• Primaryobjective– SingleelectronicrepositoryofGLN-driven,locationidentificationfor

eachroomandareawithintheTrustpublishabletoanationaldatabase.• Bonus- consolidationofdisparateactivitiesinourorganisation.

Whatwearedoing?• AllreceivingentitieshavebeenallocatedGLNssince2009andanorganisationalreview

ofEstatesandPharmacyhasbeenundertaken.• Workingwitheachareatounderstandvariancesandconcentrateonphysicalspaces.• Mappingofover25,000GLNtoMICADlocationswithinEstatesacrosstheTrust.

What’snext?• Identificationandrefinementofbestpractices–GLNGovernance.• AlllocationstohaveGLNbarcode.• ReviewBedSpacesandLinktoOccupants,• AssetTracking,RoomBookingetc.

LocationID:GLNCompliance

CatalogueManagement:WorkstreamWhatwillweachieve?• Primaryobjective– asingleelectroniccatalogueofproductsandservices(holding

attributesidentifiedbytheDH)linkedtocontractinginformationidentification.

Whatwearedoing?• IntheabsenceofanationalPIMwehavebeencollaboratingwithotherTruststoobtain

andshareGTINsandHIBCdatafromSuppliers&Distributors• UtilisingexistingNexusCatalogueManagementsolutionandcontactswithinsupplier

Community.• WorkingwithPharmacytounderstandvariances.• LearningfromtheexperienceofstakeholdersintheUSandEurope.

What’snext?• Identificationandrefinementofbestpractices.• Allproductstohavebarcodeforscanning.

ShapingtotheeProcurement Strategy

11

SUPPLIERMASTERDATA

SOURCEDATAPOOL

LOCALUKDATAREPOSITORY

HOSPITALCATALOGUE

ENDUSERPROCUREMENT

SYSTEM

Leeds/J&Jproductdataflowtoday– utilisingGS1GlobalDataSynchronisation Network(GDSN),UKdatarepositoryandlocalcataloguemanagement

PublishData RequestData

ManageDataMasterData

UseData

PRODUCTINFORMATIONMANAGEMENT

SYSTEM

CleanData

LeedsTeachingHospitalandJ&JContentDistributionNetwork

Productinformationpublishedto

GDSNdatapool,locatedinUSA

• Cleandata,sourcedfromGDSNetwork

• OnlyproductdatarelevanttoLeedspulledfromUKdatarepository

DatafilteredandpassedtoLeeds TH

cataloguemanagementsystem

• FeedfromglobalGDSNnetwork

• PullingGTINsandGLNs• Allrequiredattributesto

Tradenow&intheFuture

Dataimportedintorepository,

locatedintheUK

Product data held in J&J repositories can bemade directly available to requisitioners inLeeds Teaching Hospital through systems thatare available in themarket today.

AnExample

GTINscannedatChapelAllerton,LTH

Stockautomaticallyreplenishedwithoneclick

Requisitiongenerated,sentandapprovedelectronically

OrdersenttoJ&JviaUKExchange(PEPPOLAccessPoint)

1 2

4 3

£

AnExampleAuto-emailconfirmationsentbacktoLeeds

Goodsdespatched&receiptedinLeedsstores

ElectronicinvoicefromJ&Jreceived

3-Wayelectronicdocumentmatchcompleted

5 6

8 7PO

Receipt

Invoice

ContentDistributionNetwork

ContentDistributionNetwork• ProductattributesheldinGDSN• GHXRepositoryimport• LeedsNexuscatalogueimport• Powergate InventorySynchronisation• GTINscannedinTheatre• Stockautomaticallyreplenished• Requisitioncreatedandapproved• OraclePOsentviaGHXExchange• OrderconfirmationreceivedinLeeds• Goodsdespatchedandreceipted• 3–waymatch

ThisisthesameprocesswithJohnson&Johnson…

OrderEntryWarehouseManagement

Reporting

GlobalProductFile

Manufacturing

Regulatory

Contract&CatalogueManagement

Financial

Logistics

CookMedical:GS1Usage

GLNsestablishedforallCookentitiesglobally.

GTINsestablishedforallproductsatthesaleableanduseablelevels.

Barcodes onallproducts attheuseablelevel.

SaleableGTINscanbeprovidedincatalogues.

Electronicproduct catalogue inGDSN includingpricedata.Products soldinU.S.areavailableintheGDSN.Products soldinAustraliaareavailable intheGDSN.

GS1based transaction processing,GTIN&GLNinU.S.andAustralia.

GLN

GTIN

Barcode

Catalogues

GDSN

Transactions

✔

✔

✔

✔

CookMedical:GS1UKImplementation

• All8,000productsavailableinUKhaveaGS1-14barcodeonlabel.

• Baserequirementsinplace.

• WorkunderwaytoplanforDOHrequirements.

CookMedical:GTINUKImplementation

BunzlHealthcareGS1Readiness• Boardlevelsupport&sponsor• FulltimeGS1projectleadappointed&workingpartyformed• EstablishedlinkswithDH/GS1/Leeds&Salisburydevelopmentsites• Workstreams:

– Internalsystems&datareview– Partnerselection–GDSN/PEPPOLprovider,supportproviders– Businessprocessreviews– Datacollection– CustomerCommunication&support– Suppliercommunication&support

• Distributorcomplexity– 23,000Skus – explodesto64,000withsellingunitsx97dataattributes=6.2mdata

items!– Werelyonmanufacturersforthedata– c.600suppliers– Keycomponentofourpropositionisbreakingpackstosingles– disconnectwith

supplierGTINlevels?

GS1Compliance:GTIN

PatientIdentification:WorkstreamWhatwillweachieve?• Primaryobjective– GS1compliantpatientwristbands,providedtoallinpatients.• Pointofcarescanningisinplaceforpositivepatientidentificationandscanned

informationisstoredinarelevantsystem.

Whatwearedoing?• SourcingwristbandsthatareGS1compliantandplanningassociatedroll-out.• ReviewingAIDCtechnologyandhardware.• Policiesandtrainingplansindevelopmenttoroll-outpointofcarescanningforclinical

staff.

What’snext?• Roll-outofsystemsandtraining.• RelevantTrustsystemsreadytostore,receiveandtransmittopointofcarescanners.

InventoryManagement:WorkstreamWhatwillweachieve?• Primaryobjective– Trust-wideinventoryaverageholdingoflessthan3weekscover.• BatchorSerialnumbertrackingof50%ofrelevantproductstothepatientrecord.

Whatwearedoing?• Organisationalreviewofallpoliciesandprocesses.• UpgradingPowergatetoV5• WorkingwithCardinalHealthtolearnlessonsfromimplementationswithintheUS• Workingwitheachinventoryareatounderstandvariances.• MappingofPEPPOLaccesspointusageacrossorganisation.

What’snext?• Identificationandrefinementofbestpractices.• ImplementationofautoreplenishmentofinventoryusingGLNsandGTINs.• Consolidationofvaryingmethodologiesandtools.• AdoptionofGS1forconsolidatedbestpractice.

Inventory• Trauma,Neuro,Spines,MaxFax• ElectiveOrthopaedics• InterventionalRadiology,Fluoroscopy,

CTScanning• Cath Labs• UrologyRobotics

Powergate

Top-Up• Theatres&Wards• IntegratedwitheDC forDistributors

(NHHSC,Bunzl,Squadron)

CardinalHealthRFIDCabinets• CardiacHeartValves• PainManagement

VideoClip

Inventory:LeedsLiveSystems

Inventory:Wavemark RFIDExample

PurchasetoPay(P2P):WorkstreamWhatwillweachieve?• Primaryobjective- 60%oftheorganisationsPurchaseOrdersandInvoicesexchanged

viaPEPPOLaccesspoints.• Bonus- consolidationofdisparateactivitiesinourorganisation.

Whatwearedoing?• Organisationalreviewofallpoliciesandprocesses.• Workingwitheachprocuringareatounderstandvariances.• MappingofPEPPOLaccesspointusageacrossorganisation.

What’snext?• Identificationandrefinementofbestpractices.• Consolidationofvaryingmethodologiesandtools.• AdoptionofGS1/PEPPOLforconsolidatedbestpractice.

GHXNexus

GHXExchange

Suppliers&Distributors

Pointo

fDem

and

OracleR1

2Financials

POCreation,receiptandinvoicing

GS1compliantproductdataaccessed from

PIM/GDSN

Requisitions/POsGRNs(withGLN,

GTIN)

GLNonInv ToandShipTo+GTINs

GLNonInv ToandShipTo+GTINs

DataSynchronisation

TransparentPunch-Out

eRequisitioning

GHXPowerGateInventory

CardinalHealthRFIDCabinets

CustomerData:

Catalogues&LocalContractsenrichedwithGTINs

Non-CustomerData:

Repository&RegionalContractsprovidingGTINs

PEPPOLCompliant Exchange

Suppliers&Distributors

PO PO

INV ASNINV ASN

P2P:NetworkofSystems

P2P:PEPPOLCompliance

TheLTHalongwithAbbottandGHXsuccessfullytestedPEPPOLmessagingstandardsinMay- June2015.

ProductRecall:WorkstreamWhatwillweachieve?• Primaryobjective– Almostrealtimeabilitytotrackandtraceproductforrecall

Whatwearedoing?• Organisationalreviewofallpoliciesandprocesses.• Workingwitheachclinicalareatounderstandvariances.

What’snext?• Identificationandrefinementofbestpractices.• Consolidationofvaryingmethodologiesandtools.• AdoptionofGS1forconsolidatedbestpractice.

ProductRecall:J&JExample

ProductRecall:CardinalHealth

ProductRecall:ExamplefromFDA

EnsuringPatientsafetythrough:• The ability to identify clinical usage from procedure topatient, on a micro to National level.

EnablingTheTrustto:• Effectively measure and efficiently source goods andservices at the optimum cost.

Releasingtimetocareby:• Theautomationandsimplificationofnonclinicaltasksfromadministrationtolocating inventory.

32

TheBenefits

ThankyouForaninformationpack

pleasecontact:graham.medwell@nhs.net