1. Key Performance Indicators
Jane Page
Principal Pharmacist, Medicines Procurement
University Hospitals of Leicester NHS Trust

2. Key Performance Indicators
An Update
Where are we now?
What can we do?
What use are they?

3. Overview
Typical performance indicators gathered by (procurement) pharmacists
Work done in South Central (Alison Ashman)
Work done by David Samways et al
KPIs commissioned by PASA
KPIs in use – how to make them work!

4. Benchmarking Stockholding (stock-turns) Stock checks
Stock write – offs
Invoices processed
Proportion of orders/invoices sent electronically
Contract variance reports

5. South Central KPIs Spend Stock discrepancies Stock value Stock turns
Invoices processed
Expired stock

6. Stock turns per year Average Hosp 1 Hosp 2 Hosp 3 Hosp 4 Hosp 5 Hosp 6

8. Contract Variance Reports
Reported at Trust level by PASA
Off contract spend as a % of total spend
Monthly report

13. Pharmaceutical Supply Chain Project Nov 2004
Key Outputs
Best Practice
Performance Measurement
KPIs (defined as key, diagnostic or practice)
12 KPIs recommended measuring both supplier and trust performance

14. KPIs delivered (courtesy of NHS PASA)
Line items delivered on time, in full *
Incorrect items received
Incorrect quantities received *
% lines returned vs. lines ordered
% invoices matched 1st time (not done)
Timeliness of payment
Line orders involving manual intervention by pharmacy staff
% orders transmitted electronically *
Points 1-7 from JAC * from ASCribe

15. Line items delivered on time, in full KPI1
On time defined as within the lead time for that supplier (this is held on SMAINT and updated with each delivery.
In full means total quantity delivered in one drop.
Report works as long as deliveries are booked in on the day they arrive.
Orders placed on Friday for delivery on Monday are classed as “not on time” for wholesalers.

18. What Next? More Trusts running KPI reports on Supplier performance
Compare electronic ordering with numbers of delivery errors
Improved reporting on invoice KPIs
% invoices received electronically and processed automatically (paperless)
Improved use of resources

19. Thank You