Presentation on theme: "Grasping Supply Chain Concepts in Endoscopy – A Three Tiered Approach to Inventory Management Transformation Jamie Liebler SpaceTRAX Pre-Sales Engineer."— Presentation transcript:
1 Grasping Supply Chain Concepts in Endoscopy – A Three Tiered Approach to Inventory Management TransformationJamie LieblerSpaceTRAX Pre-Sales Engineer
2 What keeps you awake when you think about supplies? What do I have?What does it cost?When does it expire?What am I using?Am I on budget?Why don’t I have any space?
3 Audience QuestionsHow many departments have been asked to reduce their spend in 2014?How many departments already have some type of inventory solution?How many departments have the supply chain folks managing their inventory?How many departments have had to reschedule a procedure due to a missing item?
4 Objectives What is lean process improvement and how does it help Understand the different technologies available for supply chain management in your departmentKnow how to choose a software that works for GI labsOpen discussion about your challenges
5 Agenda- Supply Chain from 10,000 feet ProcessTechnologySoftwareQ & A
7 The Lean Tool Box Observation Value Stream Maps 5S Involve the people affected by the workDirect observation of the process chosen for improvement (no assumptions)Value Stream MapsGraphically shows the work flow and wastes in the processCurrent State VSM defines the issuesFuture State VSM gives a foundation for implementation plan5SSort, Shine, Straighten, Standardize and Sustain
9 Observation- See the process Choose the activity/process that you want to understandIntroduce yourself to the person/persons that you want to observe and explain you are watching the process, not the personUse either the observation sheet or something similar to document your observation. Sketch and document either travel or time depending on what you are observingMake notes of any waste- opening drawers, walking around something, needing to move to different locations in same roomObserve each activity for minutesValidate the observations with the people performing the work
10 Ask some questionsHow does the person doing the activity know what to do?Does the current system provide clear signals for prompting the activity?Could a temporary worker be able to come in and understand the activity?What are the opportunities to reduce waste?Do different people do the activity differently?
11 Look for Waste in the Process We let Tim P Wood help to explain the 8 waste that you want to look for in the hospital setting. The examples are:Transportation- Poor layouts causing employees to walk long distancesInventory- excess inventory and/or expired productMotion- Walking to different departments or for suppliesPeople- Employees not feeling engaged or included in the process. Not asking employees for ideasWaiting- Patients waiting or employees waiting for work (on-call/low census)Overproduction- Doing unnecessary testing or repeating stepsOverprocessing- Putting information into a system that isn’t usedDefects- Missing supplies and wrong medications
12 Value Stream Mapping Provides an objective look at how the work flows Seeing the work flow allows us to clearly define the time taken for each step and allows us to identify wasteSwimlane diagrams allow you to “combine” if you will the work flow that happens in parallel and/or at other times so that you can remove the silos across the enterpriseCan’t be completed without direct observationOne person should complete but validate with the group and/or individuals performing the workAlways do in pencil so you can easily make changesApply this to your current supply chain. Gain an understanding of who does what in each step? Look for the delays
13 Current Value Stream Map Example Draw out the process with sticky notes or on a white board. Think about anything that creates delay in process or is a wasted step/process. Identify those with the “storm clouds”.
14 Future Value Stream Map Example In the Future State, address the storm clouds and improve the process. Once you have the ideal future state, create an implementation plan to make it happen!
15 How does this help the process? You involve the people who actually do the workIdentify waste in the processEnhance the value added activitiesStaff adoption is better because the process is enhanced and logicalOpportunity to involve the staff on the front line
16 5S- Organize your supply/equipment areas Sort-Sort through the items being used in the room. Identify items that are needed daily, weekly or rarely. If they are daily, see if you can reorganize your procedure room and have those located where they are used. If they are rarely used have them in the “back” but clearly labeled.Straighten-Have all your supplies organized and clearly labeled. Have a similar containers for each product. All procedure rooms should be setup as close to the others as possibleShine-Clean up the supply room. Remove anything that isn’t needed, is broken or outdated.Standardize-Be consistent in the labeling and location. Put like items together and have a process for restocking for procedure rooms.Sustain-Checklist to ensure that steps are being followed and you should check the supply or equipment room monthly to ensure that it is in top condition!
17 Exercise- What do you see wrong? Different containers for all itemsLike items apart from each otherItems falling off shelfEmpty packagesNothing labeled
18 After 5S Project Everything labeled and organized Bulk items in the back of roomLike items togetherSimilar bins
19 Measure your Success Be sure to keep track of your successes! What have you changes?Feedback from staff and physiciansPut up a board that celebrates goals and projects
20 Supply Chain from 10,000 FeetProcessTechnologySoftwareQ & A
21 Technology in Supply Chain Automated cabinetsRFIDBarcoding
22 Automated Cabinets Can be very expensive and require IT resources Can easily be linked to the ordering system of the hospital but compliancy is extremely importantGenerally the department can’t adjust par levels on their own, it is based on usage and supply chain department policyRequires input from the clinician prior to opening the cabinet
23 RFID- Cabinets and Carts Very good technology for expensive itemsTag is required to be added to products that are tracked in the cart or cabinetAdditional work flow may be too much for lower dollar itemsIT support needed for network drops and server setupSome vendors only offer RFID and not a barcoding option. Both are really necessary for supply chain especially in a GI department
24 Barcoding- the simple and fast way! Most packages come with a barcode from the manufacturerPrimarySecondaryConcatenatedUtilize the barcode to input information into an inventory management system that has a global database of productsCollects the expiration date and lot information of the product being addedEnter the items when they are received to department and scan them out to a case when they are usedEstablish par levels based on usage instead of fear of not havingWeb-based options are easy to implement and require limited IT resources
25 What’s new in SpaceTrax Point of Use 2.4.6? ProcessTechnologySoftwareQ & A
26 How does software help a GI department? Provides a method of capturing barcodes when adding or using the product in a caseSome software have a global database of items which means you don’t have to setup an item masterDictation software doesn’t have allow for par level setup but works well along side an inventory management systemReporting on what you have used vs what you have purchasedAutonomy in the supply chain process rather than having to use what is used in the rest of the hospital that may not work as well in the GI department
27 What to consider when looking at software How easy is it to implement?What problem are you trying to solve?Do you need your IT people for the project to happen?What is the total cost of ownership?How easy will it be for my clinical staff to use?Are other GI Departments using a similar software?Does it offer a global database of products?
28 Next steps Read Lean Hospitals by Mark Graban Research if your facility has a Lean Six Sigma Black Belt or process improvement groupCreate a task force in your department (include Physician Champion if possible)Complete a value stream map of your current supply chain processDo 5S project in your supply areasInvestigate companies with inventory management system that supports both barcodes and RFID (if needed)