Transcript Slide 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
Institutional Value Analysis (IVA)
in Brief
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 nonlabor 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
Working Together to Work Wonders
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IVA Mission Statement
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.
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IVA Vision
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.
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Primary Objectives
• 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
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IVA Charter Template
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
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IVA Charter Template (cont.)
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
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IVA Implementation Process
Step - 1
Introduce Value Analysis
June 2014
Step – 2
Establish Standing Committees
July 2014
Step – 3
Committee Meetings Begin
September 2014
• Develop Committee Framework for Approval by Oversight
Committee
• Introduce IVA Sr. Manager and Role to UTMB
• Kickoff meeting with campus stakeholders
• IVA Committee Chairs Approved by Oversight Committee
• Finalize Value Analysis Committee Memberships
• Notify members of their committee appointments and
expectations
• IVA First Meetings scheduled and held
• Identify potential Project Categories: New Price Negotiation,
Product Standardization, New Product, Process Improvement
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IVA Oversight Committee
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
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IVA Team Expertise
Value Analysis
Oversight
Committee
VAT Chair /
Co-Chairs
Value Analysis
Manager
Information
Services Staff
Facilities Staff
Ad Hoc Members
• Quality & Safety /
Risk Management
• CES
Academic
Staff
Research Staff
Business Staff
Committee Support
• Finance
• Supply Chain (Data Analytics,
Purchasing, Logistics)
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IVA Committees
Meet on a monthly basis
IVA
IVA
Academic &
Research
Business &
IT
Research
Equipment
Office Supplies &
Equipment
General Lab
Information
Services &
Telecom Products
Research
Specialty
Products
Purchased
Services
IVA
Facilities
Ad Hoc
Specialty
(As Needed)
Maintenance,
Repair, and
Operations
(MRO) Products
Furniture
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IVA Committee Chair Expectations
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
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IVA Committee Structure
• Academic & Research Committee
• First meeting held September 10th
• Currently meet monthly on the 2nd 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
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IVA Committee Structure
• Business & IT Committee
• First meeting held September 24th
• 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
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IVA Committee Structure
• 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
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IVA Savings Goals for FY15
FY 15 - IVA Savings Initiatives
IVA
Committee
Description
Estimated Annual FY15 Estimated Total Estimated FY 15 Estimated
Spend
Savings
Savings
Completion
$80,000 ongoing
$23,713 Q1
$2,000 Q1
$4,000 Q1
Next Steps
In process of identifying categories for
bidding based on spend from Data
Analytics
Completed.
Completed.
Completed.
Research/Academic
Research/Academic
Research/Academic
Research/Academic
Research Reagents
Supplies & Minor Equipment
Qiagen (Purification Kits)
Promega
$1,400,000
$119,800
$142,000
$110,000
$40,000
$23,713
$2,000
$4,000
Ad-Hoc
Food Services
$6,000,000
$500,000
$1,200,000 Q1
Business/IT
Ad-Hoc
Ad-Hoc
Office Supplies
501a
Medical Transcription Services
$3,000,000
$14,000,000
$200,000
$250,000
$100,000
$10,000
$300,000 Q1
$100,000 Q1
$20,000 Q2
Working on standardization based on
categories
Savings TBD
Working toward RFP scope of work
Facilities
Business/IT
Electricity
Audit Recovery Services
$17,000,000
$50,000,000
$616,000
$25,000
$924,000 Q2
$50,000 Q2
Contract to be implemented in February
2015.
Considering RFP
Research/Academic
Fetal Bovine Serum
$110,,000
$15,000
$60,000 Q3
Facilities
Ad-Hoc
Gases
Freight Mgmt.
$600,000
$1,200,000
$60,000
$8,333
$60,000 Q3
$100,000 Q4
Ad-Hoc
Totals
Coffee/Water
$209,860
$93,831,660
$8,333
$1,662,379
$100,000 Q4
$3,023,713
Contract in place as of Aug. 1, 2014;
actual savings TBD
Total spend to be reviewed at next
Research IVA meeting
Committee being developed to create
scope of work
RFP In evaluation phase at UTSSCA
Discuss in Business IVA for potential
sourcing oportunity
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Questions
Theresa Carrig, CMRP
Sr. Manager Institutional Value Analysis &
Supply Chain Data Analytics
UTMB
O: 409-772-5765
M: 832-646-3154
F: 409-772-1027
Email: [email protected]
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