LAV Process Explained: Equipment Management Elizabeth Erdman Medical Equipment and Logistics Solutions Directorate Naval Medical Logistics Command

Context Commands can benefit from applying LAV methodology in support of Audit Readiness Purpose Describe the LAV Process for Equipment Management Objectives Learn key methods and metrics to review during a self- assessment FOR OFFICIAL USE ONLY 2

What is LAV?  Assist Logisticians to achieve Total Asset Management (TAM) and improve internal management control of accountable equipment.  Evaluate the effectiveness of the Equipment, Technology Material Management (ETM) processes from materiel procurement planning to eventual property disposal  Evaluate the effectiveness of the Purchasing Management, Acquisition Planning and Requirements Development, and Contracting Officer’s Representative (COR) Programs  The Logistics Assist Visit is NOT an inspection, this is strictly an assist visit to help your staff identify strengths and weaknesses and to provide them with the tools that they need to successfully carry out their mission. FOR OFFICIAL USE ONLY 3

Property Accounting 1. Is there a designated Personal Property Manager? Forward copies of designation letters to NMLC 2. Is the delegation letter on file? Should be readily available FOR OFFICIAL USE ONLY 4

Property Accounting 3. Do PPM personnel have the appropriate training? What percentage? PPM’s are responsible for scheduling training for EM staff (those with DMLSS access). Get with your DMLSS-SA to determine who has access, even read-only. 4. What specific training have PPM personnel taken? Read-only access: DMLSS E-learning Read/Write Access: DMLSS-EM Basics Equipment Managers: 5-day off site EM Workshop 5. Is the training documentation on file? Contact NAVMEDLOGCOM for previous training documentation. FOR OFFICIAL USE ONLY 5

Property Accounting 6. Are all equipment assets entered into DMLSS and barcoded within 7 calendar days of receipt? Compare receipt documents with the Equipment Gain and Loss Report in DMLSS. 7. Is GFE list included in the NPS Contract? Identify and Collaborate with your Command’s COR’s 8. Are loaned equipment assigned to contractors by name and with a return date no later than the end date of their contract? Run BO Report to determine GFE list FOR OFFICIAL USE ONLY 6

Management Control Reports 9. Is the site reviewing management control reports on a monthly basis? Monthly Capital Asset Balance Report Monthly Capital Depreciation Report System and Components Report Daily Document Transaction Register Equipment Transfer Report Equipment Gain and Loss Report Equipment Requiring Data for a UII Reported Excess Equipment FOR OFFICIAL USE ONLY 7

Inventory Auditing FOR OFFICIAL USE ONLY 8 CriteriaNumber of Errors Total Items Inventoried Error Rate Procurement Documentation not on file 55010% Incorrect Nomenclature 65012% Acquisition Cost does not match receipt documentation 4508% Incorrect Barcodes 2504% Incorrect Locations % Incorrect Custodians 75014% Incorrect Serial Number 2504% Records over $5,000 without IUID label affixed 42025% Book to Floor Errors 151N/A Floor to Book Errors 151N/A Inventory Accuracy Error 2514%

Inventory Auditing Avoid the Texas Sharpshooter Fallacy: Identify records at random from your DMLSS Could be items $25K and greater FOR OFFICIAL USE ONLY 9

Equipment Management 11. Equipment Replacement Do users provide input? How? How is it documented? Is there an EPRC? How often does it meet? Can you provide meeting minutes? Is there a prioritized listing of OP & O&M requirements? Does the Command project requirements out at least 5 years? FOR OFFICIAL USE ONLY 10

Equipment Management 12. Leased Equipment Is leased equipment used at your facility? Is a CBA performed when equipment is $100K or greater? Lease determination worksheet on file? Leased equipment meeting the accountability criteria recorded in DMLSS? Leased Medical Equipment, regardless of cost, recorded in DMLSS? Emergency Management Plan for resource sharing? FOR OFFICIAL USE ONLY 11

Equipment Management 13. IT Security Is patient health information (e.g. name, SSN, medical/treatment information) removed from ADP and medical equipment memory before disposal? Is equipment containing HIPAA PHI secured at all times, with strong password protection implemented and enforced? 14. Are Systems recorded in DMLSS using system/component relationship? Review Canned Management Report 15. Is excess equipment reported to NMLC via DMLSS? Review Canned Management Report FOR OFFICIAL USE ONLY 12

Policies and Guidance 16. Is there a local Command Equipment Management Plan (SOP)? Is it reviewed annually? 17. Does the Command have copies of current guidance and procedures? Have the appropriate staff reviewed the guidance? NAVMED P-5132, SECNAVINST a, BUMED FIP SOP, FY12 Logistics Guidance FOR OFFICIAL USE ONLY 13

Documentation 18. Are signed DD200’s on file for all items listed as missing, damaged, lost, stolen? Compare transaction history with physical documentation 19. Are disposal documents maintained for at least 36 months for items disposed or transferred? Compare transaction history with physical documentation FOR OFFICIAL USE ONLY 14

Management Review 20. Unable to Locate (UTL) Are all UTL equipment reported to the Safety Committee? Are these reports documented in the meeting minutes? Are EM and responsible departments documenting actions taken to locate UTL equipment? Are DD 200’s being initiated by department heads on equipment that cannot be located for more than 30 days? ***Partnership with BIOMED is critical for management of UTL FOR OFFICIAL USE ONLY 15

Review Ensure personnel are trained and appropriately privileged in DMLSS. Ensure PPM and RO’s are assigned in writing and current in DMLSS. Review Canned Management Reports in DMLSS. Conduct inventory sampling to assess your inventory accuracy, valuation information accuracy, and documentation completeness. FOR OFFICIAL USE ONLY 16

ETM POCs Program Manager Edlouie Ortega – ETM Supervisor Analytics/Equipment Management HM1 Sherwin Villagracia – Data Quality Management Elizabeth Erdman – Inventory Management/LAV Equipment Management HA Denise Matamoro – Property Accounting Support 17

Related Sessions Material Management Self Assessment – Conduct Your Own LAV Equipment Management Self Assessment – Conduct Your Own LAV Equipment Management Process FOR OFFICIAL USE ONLY 18