nhs scotland spendanalyser training - zendesk · nhs scotland spendanalyser . training (a guided...

NHSScotland Procurement Supporting the Health and Wellbeing of the People of Scotland

NHS Scotland SpendAnalyser Training

(A Guided Tour highlighting points of interest)

MI

Leading you to a fitter commercial future…


Overview of the session 1. Aims and Objectives 2. The NHS Scotland SpendAnalyser 3. Using the NHS Scotland SpendAnalyser 4. Main Messages and The Future 5. Questions 6. Next Steps

MI



Aims and Objectives

Aim The workshop will provide you with a guide to using the “NHS Scotland SpendAnalyser”

Objectives After this workshop you will:

• Be able to Sign In and Launch the NHS Scotland SpendAnalyser • Know how to set the scope of data to report on • Know which reports are available • Know how to navigate through the NHS Scotland SpendAnalyser • Understand the types of analysis that NHS Scotland SpendAnalyser

can assist with

MI



Supports work to reduce the overall cost and demand of purchased goods and services by:

• Identifying cost saving opportunities through improved Contract and Catalogue Compliance

• Comparing purchase patterns to identify and reduce purchasing peaks • Helping to identify avoidable purchases

Additional Benefits:

• Combines and aggregates data from eFinancials and PECOS • Provides a single tool for reviewing spend • Allows analysis at Strategic - Management – Operational levels • Near real time view ( 24 hours ) • Offers the ability to quickly “Drill Down“ to line level for areas of interest. • The refresh time of reports is much faster

The NHS Scotland SpendAnalyser

MI



Start Dates for data in NHS Scotland SpendAnalyser

1st Apr

2012

1st Nov

2012

1st April 2013

Tayside Consortium NHS Tayside, NHS Borders, NHS Highland, NHS Forth Valley, Scottish Ambulance Service, NHS Fife and NHS

Western Isles

Ayrshire & Arran Consortium

NHS Ayrshire & Arran, NHS Lanarkshire, NHS Dumfries & Galloway, NHS Shetland,

NHS Orkney, Health Scotland and NES

Greater Glasgow Consortium

NHS Greater Glasgow & Clyde

NSS Consortium NHS Grampian, NHS Lothian, NHS NSS,

NHS Golden Jubilee, The State Hospital,

NHS24 and NHS HIS

The timeline shows the start dates for board data

being available on the system


Understanding Cost Centres

The SpendAnalyser Dashboard uses Cost Centres to examine spend, so it is important to understand how these are structured within Health Boards. Each Health Board will have developed a Cost Centre hierarchy to meet its needs and no two are likely to be the same. As a general guide, the next slide show a generic example of how the structure could be set up in a Board. In order to make best use of the dashboard, you will need to know the cost centre/s for which you want to analyse spend.


Level 8

Level 7

Level 6

Level 5

Level 4

Level 3

Level 2

Level 1 CC001

CC002 CC002

CC003

CC004 CC004

CC003

CC004 CC004

CC005 CC005

CC006

CC005

CC006

CC005

CC006 CC006

CC007

CC008 CC008

CC007

C0008

CC007

CC008 CC008

CC007

CC008 CC008 CC008

The dashboard goes into 8 levels of Cost Centre codes

HB Cost Centre Hierarchy Example Average Number of

Cost Centres in Health Boards at each level

1

4

12

34

88

182

313

487


Understanding Reports

The SpendAnalyser Dashboard allows you to query the information using a number of reports.

• Rolling 24 months overview • Financial year overview • Monthly overview • Individual Purchase Order and Invoice details • Price Variance • Volume Variance

The report you choose will depend in large on the view of the information you require. The next slide suggests when you might want to consider using each of the reports…


What questions

about spend do you want answered?

Rolling 24 Months Overview

plus Price or Volume

Variances

Financial Year Overview

Individual PO and Invoice

Monthly Overview

Spending Pattern

Yearly spend by: Suppliers, Products, Contracts

Individual Query

Monthly spend by: Suppliers, Products,

Contracts

Strategic Approach…

Operational Approach…

HB Cost Centre Hierarchy Example


Getting Started

• Launch Internet Explorer* • Go to Business Objects home page:

https://www.bi.nhsnss.scot.nhs.uk You will then be able to use your BOXI log on details to access the system.

* Access to the Internet via an N3 connection is required.


To access the ‘NHS Scotland Spend Analyser’ you would use the link under the

Dashboard > Corporate Dashboards menu as shown above…


Welcome Page

Once logged in, click on Cost Centres…


Health Board Selection

Once you have selected the Cost Centre option, you will see the map shown on the right. This allows you to select your Health Board. For this training material, NHS Tayside have kindly given permission to use their information to demonstrate the dashboard.


Start Page for Selection of Report Options Now we have to enter the criteria for our report. The next slide will show you the steps to go through.


Report - Selection There are a number of report options available and these can be divided into 3 types: 1. Overview reports 2. Price / Volume

Variance reports 3. Order & Invoice

Details In this example, the Rolling 24 Month Overview option is selected


Selection of Cost Centre Details 1. Select the type of report you want. If Month or Year is selected, additional options will be available.

2. Select cost Centre level you want to query..

3. Enter text to search for By default an * will be used which will return all the cost centres for the level you selected in step 2..

4. Select Cost Centre code/description you want to query.. Then you would click on the Add button to select the Cost Centre


Selection of Cost Centre Details

5. Now that we have added the cost Centre to the destination window we can click on the Update button

6. …and then the Go button


This screen shot shows the information available in the Summary tab [outlined in green] of the report. The next few slides will explain the information available in each section.


The top of the summary section displays overview information on the report. Spend: Total spend and catalogue spend with a % of spend from catalogues Transactions: Total number of transactions and catalogue transactions spend with a % of catalogue volume PO Source: Identifies where the PO was created. • NSI Only: Raised through

systems other than PECOS • PECOS: POs raised

through PECOS • PECOS Coverage: Total

value and number of transactions raised through PECOS as a % of the overall total


The next section uses charts to provide a visual overview of spend over the rolling 24 months. The Top 10 Cost Centres chart shows the cost centres within the Level 4 cost centre we selected, ordered by spend. Clicking on any of the bars in the chart will allow you to filter the data presented, by Cost Centre.


The next section provides more detailed information on spend over the rolling 24 months. The table on the far left provides hyperlinks to drill down into further detail on a yearly or monthly basis. The table on the right provides more detail on the Top 10 Cost Centres.


We are now on the Categorisation tab [outlined in green]. You will notice the Graphs have now changed to provide information on Account Codes and UNSPSC codes. Again, clicking on any of the bars in the charts will allow you to filter the data accordingly. The tables below have also changed to provide spend and volume data against the Account codes and UNSPSC categories.


In the Suppliers and Contracts tab [outlined in green] information is provided on these 2 aspects of your board’s spend. Again the Graphs have changed to provide information on Top 10 Suppliers and Contracts, and clicking on any of the bars in the charts will allow you to filter the data. The tables below have also changed to provide spend and volume of transaction data.


Final tab provides a Report Summary. This is useful if you need to check what selections you made when you started. You can see that it confirms the Level 4 cost centre details we selected [highlighted in green].


In previous slides, you may have noticed that some sections in the report have a small icon, [indicated by the green arrows]. These are areas where you can make selections to filter the information shown. E.G. along the top of the report you can select the year, quarter or month to display. When you right-click the icons, you can reset your selection and return to the full report.


Drilling into the summary

24 Rolling Month Top Level Summary

Select a month

Select a year

View the month from both years

View all the months in the year selected

Products Suppliers Contracts

The diagram on the right shows the options you have

in drilling down in to the report using the hyperlinks

available.


Price Variance or Volume Variance Report - Selection These reports compare catalogue products from the current FY to date against the same period from the previous FY, provided this data is in NSI in order to: •compare the cost or volume of a product •Identify products that are new this FY •Identify products that were purchased last FY, but not in the current FY. Select one of the variance report options, i.e. either Price or Volume.


Price Variance or Volume Variance Reports NOTE - the layout of the Price Variance and the Volume Variance Reports are very similar and so, only the Price Variance Report will be used for illustration purposes.

A new check box will appear, allowing you to select whether or not you want to Exclude or Include products purchased from the NDC

Select the Cost Level and the Cost Centres to be analysed, click on the Update button, then click on the Go button.

The date that the Cost Centre list was last updated in the dashboard is shown here


Price Variance – Comparable Products from catalogues

We can also see the qty purchased this FY and the previous FY

Estimate the Price Change Impact (Change in Price x Current FY Usage)

We can compare the Ave Unit Cost for this FY to that of the previous FY


Price Variance Report – Additional Filters NOTE: There are additional filters, available in all tabs of these reports, that allow the user to select a particular Supplier, Account Code, Contract or combination of these. To reset one of these filters click on the first descriptive entry on the list.


Price Variance – New Products this FY The Unit Cost for each product

The value spend on each product

The quantity of product purchased


Price Variance – Products Not Used This FY The value spend on each product last FY

The quantity of product purchased

The Unit Cost for each product


Purchase Order & Invoice Report - Selection

There may be occasions where you know the details of a PO that you need to check. You can go directly to the report for the PO rather than via a full report. To do so, you just select the option shown on the right for Order & Invoice Details.


Purchase Order & Invoice Report - Selection

A new box will appear allowing you to enter the PO number and click on the Go button.


Purchase Order & Invoice Report

We are now looking at the Order Details for the PO we searched for.

Notice the Value of the PO is in red. This is because the invoice/s received against the PO number did not match the value of the PO, £526,132.00 The next slide will show the Invoice Details and we will see why the mismatch has occurred.


Purchase Order & Invoice Report

Now we can see that there have been 2 invoices against this PO. The values for the PO and both invoices are shown in red as they do not match. This can be useful in identifying where mismatches occur.


Download and Save report

At the top of the page there is an option called ‘Document’. If you click on: • the Down Arrow • Save to my computer as • Excel

This will save the tabbed pages in the report to an Excel file. Where multiple pages of data are available, the download to Excel will include all the pages from the report.


Print Report The Print icon will prepare a pre-formatted Adobe report.


During this presentation, we covered the following: • Signing in and launching the NHS Scotland SpendAnalyser • Setting the scope of data to report on • Which reports are available • Navigating through the NHS Scotland SpendAnalyser • The types of analysis that NHS Scotland SpendAnalyser can deliver

Review

MI



• Receive access to the NHS Scotland SpendAnalyser • Access the Dashboard • Use the National Spend Dashboard to analyse your own data • Use the Support contacts to get any help you need. • Attend a customer feedback session (optional) to provide

continuous improvement to the tool

Next Steps

Training & Support • Material is available at: www.train2procure.scot.nhs.uk

• Contact us at: [email protected]

MI


http://www.train2procure.scot.nhs.uk/

mailto:[email protected]


Thank You MI


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