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The University of Texas Medical Branch Institutional Value Analysis Presented by: Theresa Carrig, CMRP Sr. Manager Institutional Value Analysis & Supply.

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Presentation on theme: "The University of Texas Medical Branch Institutional Value Analysis Presented by: Theresa Carrig, CMRP Sr. Manager Institutional Value Analysis & Supply."— Presentation transcript:

1 The University of Texas Medical Branch Institutional Value Analysis Presented by: Theresa Carrig, CMRP Sr. Manager Institutional Value Analysis & Supply Chain Data Analytics UTMB Supply Chain Management

2 Working Together to Work Wonders Scope – Business Operations, IT, Facilities, Research & Academic Collaboration of Business, Research, Academic, Facilities and Supply Chain Expertise to Achieve Savings Goals Long-term, sustainable strategy designed to reduce non- labor expenses, enhance performance, and standardize products and processes where applicable Improve organizational performance by utilizing data to identify savings and standardization opportunities, implement improvements, measure outcomes, and monitor results Institutional Value Analysis (IVA) in Brief 2

3 Working Together to Work Wonders Mission By sharing experience, resources, and strengths in order to work together, all UTMB entities will apply focused value analysis processes to determine the most appropriate products, equipment and services, necessary to meet the requirements of the institution. Mission By sharing experience, resources, and strengths in order to work together, all UTMB entities will apply focused value analysis processes to determine the most appropriate products, equipment and services, necessary to meet the requirements of the institution. IVA Mission Statement 3

4 Working Together to Work Wonders Vision Through system wide collaboration, we will develop and sustain a data-driven process focusing on products, equipment, services, processes and procedures whereby product selection and utilization decisions are based on meeting the functional requirements of the customer in the most efficient manner while maintaining quality and service. Vision Through system wide collaboration, we will develop and sustain a data-driven process focusing on products, equipment, services, processes and procedures whereby product selection and utilization decisions are based on meeting the functional requirements of the customer in the most efficient manner while maintaining quality and service. IVA Vision 4

5 Working Together to Work Wonders Achieve Staff, Faculty, and Executive alignment on goals Streamline the Purchasing Process as well as enhance contract compliance Establish Internal & External Benchmarks Utilize Evaluation Criteria Across Multidisciplinary Spectrum Achieve Yearly Savings Goals Utilize Best Practices and Promote Them Throughout the Institution Monitor and Report Decisions Made and Outcomes at Regular Intervals Achieve Staff, Faculty, and Executive alignment on goals Streamline the Purchasing Process as well as enhance contract compliance Establish Internal & External Benchmarks Utilize Evaluation Criteria Across Multidisciplinary Spectrum Achieve Yearly Savings Goals Utilize Best Practices and Promote Them Throughout the Institution Monitor and Report Decisions Made and Outcomes at Regular Intervals Primary Objectives 5

6 Working Together to Work Wonders Using an agreed-upon process for decisions, the IVA Committees will: Process Systematically evaluate new and review existing products and equipment Select products/equipment based on established criteria Ensure staff are adequately prepared to use products/equipment Achieve Product standardization Scope of Work Participate in establishing annual supply cost targets Product review will include only supplies specific to the committee Boundaries Ensures cost targets are met Members are required to sign a non-disclosure and conflict of interest statement as required by Purchasing based on the project, and uphold the standards in these documents Decision-Making Process All decisions will be made by consensus When consensus cannot be reached, the decision will be referred to the IVA Oversight Committee Using an agreed-upon process for decisions, the IVA Committees will: Process Systematically evaluate new and review existing products and equipment Select products/equipment based on established criteria Ensure staff are adequately prepared to use products/equipment Achieve Product standardization Scope of Work Participate in establishing annual supply cost targets Product review will include only supplies specific to the committee Boundaries Ensures cost targets are met Members are required to sign a non-disclosure and conflict of interest statement as required by Purchasing based on the project, and uphold the standards in these documents Decision-Making Process All decisions will be made by consensus When consensus cannot be reached, the decision will be referred to the IVA Oversight Committee IVA Charter Template

7 Working Together to Work Wonders Product Selection/Maintenance Cost Efficiency Vendor Reputation Performance Ease of Use Process Review Product Standardization Review New and Existing Products Current and Anticipated Utilization Alternative Sources Meeting Times and Frequency Monthly Membership Members serve 2yr term with 50% of team changing each year IVA Charter Template (cont.) 7

8 Working Together to Work Wonders IVA Implementation Process 8 Develop Committee Framework for Approval by Oversight Committee Introduce IVA Sr. Manager and Role to UTMB Kickoff meeting with campus stakeholders Step - 1 Introduce Value Analysis June 2014 IVA Committee Chairs Approved by Oversight Committee Finalize Value Analysis Committee Memberships Notify members of their committee appointments and expectations Step – 2 Establish Standing Committees July 2014 IVA First Meetings scheduled and held Identify potential Project Categories: New Price Negotiation, Product Standardization, New Product, Process Improvement Step – 3 Committee Meetings Begin September 2014

9 Working Together to Work Wonders Chair/Co-Chairs Carlos Escobar, Associate VP, Business Operations & Facilities David O. Anderson, Vice Provost Members Celia Bailey-Ochoa, VP, Budget & Analysis James Goodwin, VP & Chief Research Officer Todd Leach, VP Information Services Rex McCallum, VP & Chief Physician Executive Ronald B. McKinley, VP HR & Employee Services David Niesel, Professor & Chair Graduate School of Biomed Science Elizabeth Protas, VP & Dean, School of Health Profession Frank Reighard, Associate VP, Supply Chain Pamela Watson, Dean &Prof SON & VP Education School of Nursing IVA Facilitator Theresa Carrig CMRP, Sr. Manager, IVA & Data Analytics Meets Ad Hoc as needed Chair/Co-Chairs Carlos Escobar, Associate VP, Business Operations & Facilities David O. Anderson, Vice Provost Members Celia Bailey-Ochoa, VP, Budget & Analysis James Goodwin, VP & Chief Research Officer Todd Leach, VP Information Services Rex McCallum, VP & Chief Physician Executive Ronald B. McKinley, VP HR & Employee Services David Niesel, Professor & Chair Graduate School of Biomed Science Elizabeth Protas, VP & Dean, School of Health Profession Frank Reighard, Associate VP, Supply Chain Pamela Watson, Dean &Prof SON & VP Education School of Nursing IVA Facilitator Theresa Carrig CMRP, Sr. Manager, IVA & Data Analytics Meets Ad Hoc as needed IVA Oversight Committee 9

10 Working Together to Work Wonders IVA Team Expertise 10 Ad Hoc Members Quality & Safety / Risk Management CES Committee Support Finance Supply Chain (Data Analytics, Purchasing, Logistics) Value Analysis Oversight Committee VAT Chair / Co-Chairs Information Services Staff Facilities Staff Academic Staff Research StaffBusiness Staff Value Analysis Manager

11 Working Together to Work Wonders Meet on a monthly basis IVA Committees 11 IVA Academic & Research Research Equipment General Lab Research Specialty Products IVA Business & IT Office Supplies & Equipment Information Services & Telecom Products Purchased Services IVA Facilities Maintenance, Repair, and Operations (MRO) Products Furniture Ad Hoc Specialty (As Needed)

12 Working Together to Work Wonders Work with Oversight Committee & IVA Manager to Prioritize Projects for Committees Provide Leadership in Identification of Opportunity Areas Champion IVA and its Role in Quality & Cost Savings Ability to Drive Discussion and Build Consensus Champion Institution Goals Rather than Departmental Interests IVA Committee Chair Expectations 12

13 Working Together to Work Wonders IVA Committee Structure 13 Academic & Research Committee First meeting held September 10 th Currently meet monthly on the 2 nd Wednesday of the month from1:00 – 2:00pm Co-Chaired by Andy McNees and David Hileman, both Administrators for the School of Medicine Currently has 12 members and 5 Supply Chain Support Staff

14 Working Together to Work Wonders IVA Committee Structure 14 Business & IT Committee First meeting held September 24 th Currently meet on the 2nd Wednesday of the month from noon – 1:00 Co-Chaired by Matt Furlong, Associate VP for Financial Planning & Performance Management and Bill Fuqua Administrative Director, IS Currently has 9 members and 5 Supply Chain Support Staff

15 Working Together to Work Wonders IVA Committee Structure 15 Facilities Committee First meeting held September 8th Currently meet monthly on the second Monday of the month from 1:00 – 2:00pm Co-Chaired by Marcel Blanchard, Asst. VP, Utility & Fleet Operations and David Ketchens, Assoc. VP, Property Services Currently has 7 members and 5 Supply Chain Support Staff

16 Working Together to Work Wonders IVA Savings Goals for FY15 16 FY 15 - IVA Savings Initiatives IVA CommitteeDescription Estimated Annual Spend FY15 Estimated Savings Total Estimated Savings FY 15 Estimated CompletionNext Steps Research/AcademicResearch Reagents$1,400,000$40,000$80,000ongoing In process of identifying categories for bidding based on spend from Data Analytics Research/AcademicSupplies & Minor Equipment$119,800$23,713 Q1Completed. Research/AcademicQiagen (Purification Kits)$142,000$2,000 Q1Completed. Research/AcademicPromega$110,000$4,000 Q1Completed. Ad-HocFood Services$6,000,000$500,000$1,200,000Q1 Contract in place as of Aug. 1, 2014; actual savings TBD Business/ITOffice Supplies$3,000,000$250,000$300,000Q1 Working on standardization based on categories Ad-Hoc501a$14,000,000$100,000 Q1Savings TBD Ad-HocMedical Transcription Services$200,000$10,000$20,000Q2Working toward RFP scope of work FacilitiesElectricity$17,000,000$616,000$924,000Q2 Contract to be implemented in February Business/ITAudit Recovery Services$50,000,000$25,000$50,000Q2Considering RFP Research/AcademicFetal Bovine Serum$110,,000$15,000$60,000Q3 Total spend to be reviewed at next Research IVA meeting FacilitiesGases$600,000$60,000 Q3 Committee being developed to create scope of work Ad-HocFreight Mgmt.$1,200,000$8,333$100,000Q4RFP In evaluation phase at UTSSCA Ad-HocCoffee/Water$209,860$8,333$100,000Q4 Discuss in Business IVA for potential sourcing oportunity Totals$93,831,660$1,662,379$3,023,713

17 Working Together to Work Wonders Questions 17 Theresa Carrig, CMRP Sr. Manager Institutional Value Analysis & Supply Chain Data Analytics UTMB O: M: F:


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