prospect crozer-keystone health system oracle supply chain ... · 12/11/2019  · contract...

Prospect Crozer-Keystone Health System Oracle Supply Chain Services

December 11-20, 2019

Purchasing ServicesCrozer-Keystone Health System (CKHS)

Guide to Purchasing Services

Purchasing Services

We are CKHSTogether

We are Prospect Medical CKHS

Purchasing Services

Oracle Supply Chain Management

Oracle Supply Chain Management Oracle Supply Chain Management is a web portal.

Supplies and Services for our Patients from Departments and Employees

One System for Requisitioning to Invoice Matching.

Purchasing Services

What we do

What we do: Purchase products, capital equipment and services

requested by departments, in a time-sensitive framework.

Purchasing is the solely authorized agent to act as purchaser for CKHS.

Purchasing purchases at designation of Management Team Members whose budgeted funds are encumbered by all purchasing transactions.

Purchasing Services

Types of Supplies and Services

Types of Supplies and ServicesStock Item: Items that may be requested in Oracle and purchased from Medline.Non-Stock Item: Items that are requested in Oracle and purchased from other vendors. Stock and Non Stock items are maintained in the Oracle Item Catalog. Note: An expense code is assigned to each non stock item. Departments can only

order these items if this expense code is associated to the departments G/L.Non-Catalog Items and Services: Infrequently used items and services requested in Oracle and purchased

from our vendors. Non-Catalog items and services are not maintained in the Oracle Item

Catalog. Requisitions received after 10:00 a.m. will be processed the next business

day.

Purchasing Services

Capital Supplies and Services

Capital Supplies and ServicesSupplies, services, building/land improvements, and leases which have a singular or collective value of $1000.00 or greater and an estimated useful life of two years or more.

The process of placing a capital order follows a budgeting process directed by the Finance department of Prospect CKHS.

All Capital items are requested by the user department via a Capital Expense Request (CER) in Apttus. After the request is approved in Apttus, the Capital Buyer will create a PO in Oracle.

Purchasing Services

Emergency Requests

Emergency RequestsDEFINITION: Request for supplies or services when the health or safety of patients, visitors, or staff might be compromised and the proper authorization cannot be promptly secured.

EMERGENCY PROCESS: After entering emergency request for supply or service in Oracle, page Purchasing Department notifying them of the requisition number. Purchasing will process order with Vendor.

Purchasing Services

Contract Management

Contract ManagementContract Administration is managed by our

Supply Chain office in Manchester.

CKHS Purchasing Services works with our Manchester Team to maintain a Local and National supply and service Contract Directory.

CKHS Purchasing Services/Value Analysis works with our Home office to add new items and vendors.

Purchasing Services

Product Recall and Returns

Product Recall and Returns• Purchasing Services coordinates product recalls

and returns with all departments.

• We use ECRI Alerts Tracker to coordinate recalls

Purchasing Services

RepTrax

RepTraxVendor Credentialing

• For the safety of our Patients, Guests, and Staff CKHS is required to maintain specific credentials and track all healthcare industry representatives who are accessing Crozer-Keystone Healthcare System.

• Please make sure all Vendors check in and out at kiosk.

Purchasing Services

Contacts

Contacts• Oracle Help

• Questions about a request, PO, or order confirmation, please use the Purchasing Team email: crozerbuyers@crozer.org.

• Questions about an invoice, or payment, please use the AP Team email: a/pcorrespondence@crozer.org.

Purchasing Services

Contacts

Service Contact Email Phone

Team Email crozerbuyers@crozer.org

Office Coordinator Carmen Spears carmen.spears@crozer.org (610) 447-2450

Director, Interim VP Maleke Black maleke.black@crozer.org (610) 447-2584

Corporate Director, Supply Chain Tarek Hashem tarek.hashem@altacorp.com (408) 807-9944

Surgical Services Product Management Team

Surgical Services Buyer

David McDonald david.mcdonald@crozer.org (610) 447-2412

Value Analysis Manager Lisa Schuhl lisa.schuhl@crozer.org (610) 447-2475

Patient Care Product Management TeamPatient Care Buyer Alicia Wetling alicia.wetling@crozer.org (610) 447-2420

Senior Patient Care Buyer Gene Kelly gene.kelly@crozer.org (610) 447-2423

Non-clinical Environmental, Facilities, Office Supplies Product Management Team

Environmental and Facilities Buyer John Stransky john.stransky@crozer.org (610) 447-2481

Contracts Michael Tesauro michael.tesauro@crozer.org (610) 447-2425

Capital, IT, OR Bill Only (ATF) POs Senior Buyer Ryan Donnelly ryan.donnlley@crozer.org (610) 447-2474

Value Analysis Manager Lisa Schuhl lisa.schuhl@crozer.org (610) 447-2475

Materials Management System Data Analyst Steven Cataleno steven.cataleno@crozer.org (610) 447-2415

Purchasing Services

Requisition ApprovalRequisition Approval

Purchasing Servicing

Requisition Approval

Purchasing Servicing

Requisition Approval

Purchasing Servicing

Requisition Approval

Option 1: Approve the Requisition from the Worklist Notification(s)

From the Oracle Landing Page, click on the Notificationicon in the top right Or, you will also see the “Action Required” notification in

the “Things to Finish” section at the bottom of the page. The links both take you to the same place.

Purchasing Servicing

Requisition Approval

2-Click on the “Approve Requisition…” link to open the Requisition Approval page

3-This will take you to the Requisition Approval in the BPM worklist. You can approve or reject the requisition in this screen, or you can select the Requisition link for further details.

Purchasing Servicing

Requisition Approval

4-To review the requisition details, select the requisition link and view the highlighted information below including:

a.Requisition Lineb.Requesterc.Requested Delivery Dated.Deliver-to Locatione.Suggested Supplierf.Charge Accountg.Amount

Purchasing Servicing

Requisition Approval

Purchasing Servicing

Requisition Approval

Purchasing Servicing

Requisition Approval

5-Once reviewed, if all information is appropriate, click “Done” and then the “Approve” button in the top right corner.

a.If you have authorization based on your HR Management Level, the requisition will go to an Approved status. b.If additional approval is required, notification will be sent to your Supervisor and repeat the process from Step 1 above until an appropriate Management Level is reached.

Purchasing Servicing

Requisition Approval

Purchasing Servicing

Requisition Approval

6-Options if you do not want to Approve

a.“Reject” – this will require a comment for why you are rejecting and route back to the requesterb.“Request Information” – enter a comment or question and choose recipientc.“Reassign” – this will send the requisition to recipient for approval and up their HR hierarchy

Purchasing Servicing

Requisition Approval

7-Other Information related to the Requisition Approvala. Escalation Process – the system is configured to send Reminders every 2 days. After 3 reminders, it will escalate to the employees Supervisor.b. Delegation Process – if an employee is going to be out of office for an extended period, there is the ability to setup a Delegate while out. An additional job aid can be referenced for these steps.

Purchasing Servicing

Requisition Approval

Option 2: Approve the Requisition from the Email

1-Open the email and you will see all the requisition fields available in Option 1 above

a. Including the Attachment (10 MB is the size limit through email)

2-Review all information from step 3 in Option 1 above

3-Options available from email:a. “Approve”b. “Reject” – this will require a comment for why you are rejecting and route back to the requesterc. “Request Information” – enter a comment or question and choose recipient

Purchasing Servicing

Requisition Approval

Purchasing Servicing

Invoice Approval

Invoice Approval

Invoice Approval

Oracle Training - AP Invoice Approval

Summary

This training is intended for Crozer employees who are Cost Center Managers and/or Supervisors within their HR hierarchy.

The purpose is to guide users step by step through the AP Approval Process (within red box below) and provide explanations for helping them make the correct decisions.

Invoice Approval

Purchasing Servicing

Invoice Approval

Once the AP Specialist Initiates Invoice Approval, the Cost Center Manager receives notification two ways:

1-Worklist Notification within application

2-System Generated Email

Note: The example we will use throughout this document is an invoice coded to Department - 6010 – Intensive Care – Loc 1. For a full list of Cost Center Managers, please refer to the Appendix at the end of this document.

Purchasing Servicing

Invoice Approval

Option 1: Approve the Invoice from the Worklist Notification(s)

1-From the Oracle Landing Page, click on the Notification icon in the top right

a.Note, you will also see the “Action Required” notification in the “Things to Finish” section at the bottom of the page. The links both take you to the same place.

Purchasing Servicing

Invoice Approval

Purchasing Servicing

Invoice Approval

2-Click on the “Approval of Invoice…” link to open the Invoice Approval page

Invoice Approval

3-Review the invoice information

a. “Assignee” – this should be your name since the invoice is currently assigned to you

b.“Supplier or Party”

c.“Invoice Number”

d.“Invoice Date”

e.“Invoice Total

f.“Cost Center” – this is the Department to which the invoice is coded

g.“Edit Distributions” – click this button to see the full Distribution:

i.Additional screenshot below

h.“Attachments” – AP standard operating procedures is to scan and attach all invoices

i.“Stage or Participant” – this area will show the full workflow history and any future recipients past your approval (if necessary).

Purchasing Servicing

Invoice Approval

Purchasing Servicing

Invoice Approval

Invoice Approval Hierarchy Shows the chain of approval for this Invoice

Purchasing Servicing

Invoice Approval

Edit Distributions Page (hover over or click on the magnifying glass to see the full COA with descriptions)

Purchasing Servicing

Invoice Approval

4-Once reviewed, if all information is appropriate, click the “Approve” button in the top right corner.

a.If you have authorization based on your HR Management Level, the invoice will go to an Approved status and continue through the Accounting and Payment processes.b.If additional approval is required, notification will be sent to your Supervisor and repeat the process from Step 1 above until an appropriate Management Level is reached.

Purchasing Servicing

Invoice Approval

Purchasing Servicing

Invoice Approval

5-Options if you do not want to Approve

a.“Reject” – this will require a comment for why you are rejecting and route back to Accounts Payable

b.“Request Information” – enter a comment or question and choose recipient

c.“Reassign” – this will send the invoice to recipient for approval and up their HR hierarchy

Purchasing Servicing

Invoice Approval

6-Other Information related to the AP Invoice Workflow

a.Escalation Process – the system is configured to send Reminders every 2 days. After 3 reminders, it will escalate to the employees Supervisor.

b.Delegation Process – if an employee is going to be out of office for an extended period, there is the ability to setup a Delegate while out. An additional job aid can be referenced for these steps.

Purchasing Servicing

Invoice Approval

Option 2: Approve the Invoice from the Email

1-Open the email and you will see all the information available in Option 1 above

a. Including the Attachment (10 MB is the size limit through email)

2-Review all information from step 3 in Option 1 above

3-Options available from email:a. “Approve”b. “Reject” – this will require a comment for why you are rejecting and route back to Accounts Payablec. “Request Information” – enter a comment or question and choose recipient

Purchasing Servicing

Invoice Approval

Purchasing Servicing

Invoice Approval

Email Information Continued

Purchasing Servicing

Questions and Review

Questions and Review