presentation: data requirements review
TRANSCRIPT
ACL Data Analysis – Cost Management
Data Requirements Review
[Organization Name]
[Date]
Opening
Our goal - To review the data file requirements for the proposed ACL software. Identify the systems involved Identify any data concerns that may existEstimate the effort required to develop the data
sources.
Applications / Data Sources
Pathways Financial Management (PFM)Accounts Payable data
Pathways Materials Management (PMM)Purchasing data
LawsonPayroll & Employee data
StarAccounts Receivable data
Third Party SourcesCredit Card vendor transaction data
System DiagramACL Software
PFM PMM Lawson Star Third Party Source
AP Payments
AP EFT Payments
AP Payment Adj
AP Vendors
AP Vendor Bank Info
PO Transactions
PO Cancellations
Travel & Ed. data
Payroll Payments
Terminated Emp.
Employees AR Invoices
AR Outstanding
AR Transactions
AR Clients
Credit Card Trans.
Prohibited Merchants
Holiday TableSales Orders
AP Invoices
AP Invoices
AP Vendors
Summary – Data ConcernsPFM & PMM
Most of the data is available with a few difficult fields. Invoices reside in both PMM & PFM but and item level
descriptions, unit price & qty only exist on the PMM side. Vendor data – vendor bank account info does not exist (not
true EFT actually wire transfers) Vendor data – limited vendor tax information typically just
1099 vendors Vendor data – employees exist in our vendor file as
expense checks were formerly done in PFM until the change to Lawson last year
Vendor data – large file with many similar or duplicate vendors, prior versions of software did not allow inactivation
Summary – Data ConcernsPFM & PMM
Vendor data – exists in both PMM & PFM and PFM will also contain patient refunds from Star & IDX systems
AP EFT Payments – not true EFT but cash wire transfers with our bank
Sales Orders Canceled – not applicable to compare with Purchase Orders canceled
Summary – Data Concerns
LawsonTravel & Education data - Trip level data that does not exist,
detail available is typically Payee, Amount & GL Account number associated
Most of the data exists except some calculated fields such as gross pay
Confidentiality is the primary HR concern with payroll and bank account information
Summary – Data ConcernsStar
Will require further definition including the IT Development team, Corporate Compliance staff, Patient Financial Services staff and the software vendor (ACL).
Some of the analytics may have to be rewritten by ACL Consulting Services completely to align with healthcare billing process and procedures AR Invoices – some combination of our patient charge
master and billing tables AR Clients – credit limits and credit review data may not be
applicable AR Outstanding Invoices – older accounts may be
outsourced which could be a factor An ongoing process - defining the data needed and how it
will be analyzed will be the biggest challenge
Summary – Data ConcernsThird Party data
Will require further investigation to determine data availability for detailed credit card transactions from our credit card vendors. AP data will consist of lump sum payments and any detail to back up departmental transactions is paper based.
Developing secure file transfer protocols with the third party source
Data upload frequency ACL suggests monthly uploads
Summary – Data ConcernsData file consistency – Best Practice
Engage the IT Technology staff to produce files from the various core applications Automated file creation limits the dependence upon
individualsUtilizing desktop exports and other tools such as sql query
analyzer are not reliable as data file creation sources. Data can shift and get skewed with desktop version changes
(MS Office, Excel, SQL) causing the imports to be remapped frequently
Common delimiters such as comma or space delimited create data issues – suggest bar delimited or fixed width files
B01 – AP Duplicate Invoice Review (Novice ACL skills required)
B01 – PMM or PFM AP Invoice Table
Test 1: Invoices w/same Vendor No, Trans Type, Inv Amt
& Inv Date
Test 4: Invoices w/same Vend No,Inv No & different Inv Date
Test 2: Invoices w/same Vendor No,Trans Type, Inv No, Inv Date &
Inv Amt Test 5: Summary Outputs
Test 3: Invoices w/same Vendor No,& similar Amts
B04 – AP Vendor Balance Review (Novice ACL skills required)
B04 – PMM or PFMPFM
AP Invoices
Test 1: Review credit invoices to identifyVendor with a positive balance
B07 – Travel and Entertainment – Meal Review (Novice ACL skills required)
B07 – LawsonTravel & Education
Test 1: Identifies travel expense in excess of daily limits
B08 – AR Open Item & Sales Price Review (Novice ACL skills required)
B08 – StarAR Outstanding Invoices
AR Invoices/Sales
Test 1: Outstanding AR Aging Invoice Due Date
Test 3: Identify inconsistent patientcharging
Test 2:Profile unpaid accounts by due dateInvoice Due Date
B09 – Charge Card Duplicate Transactions & Limit Review (Novice ACL skills required)
B09 – Third Party DataCharge Card Transactions
Test 1: Identify possible duplicatecharges. Same card, merchant, date,
amt, vendor no & description
Test 4: Identify possible circumventionof daily limits
•Test 2: Identify possible duplicatecharges. Same card, description,
& amt within 7 days
Test 5: Transactions to same card,vendor, product no, date & sum
exceeds daily limits
Test 3: Identify possible duplicateCharges. Same card, description,
amt & vendor within 7 days
Test 6: Transactions to same card, product over several days to various
Vendors and the net amt exceeds limits
B13 – AP Vendor Master Review (Novice ACL skills required)
B13 – PFMVendor Banking Information
Vendors
Test 1: Identify vendors with the same banking information
Test 4: Identify vendors with same address details (exact match)
Test 2: Identify vendors with the same name but different code
Test 5:Identify vendors with same Numeric address details
Test 3:Identify vendors with similarnames
Test 6: Identify vendors with sameFed Tax ID
B14 – AP Invoice Split Review (Novice ACL skills required)
B14 – PMM or PFM PMM
AP Transactions
Test 1: Identify invoice data that is possible circumvention of purchasing
approval limitsItem Description, Unit Price, Qty
B15 – AP Payment Activity Review (Novice ACL skills required)
B15 – PFM AP Payments
Test 1: Review payment activity pattern by payment counts and amounts
B16 – AP Vendor Purchase Review (Novice ACL skills required)
B16 – PMM or PFM AP Invoices
Suggest PO data instead
Test 1: Review purchase detail by vendorand product code to assess purchase
volume opportunities
B18 – Accounts Receivable Client Master Review (Novice ACL skills required)
B18 – StarAR Clients
Test 1: Review AR Clients to identify potential credit vulnerability based oncredit limits and credit review dates.Test may need to be rewritten for
healthcare environment
B20 – Accounts Receivable Duplicate Clients Review (Novice ACL skills required)
B20 – StarAR Clients
Test 1: Review AR clients to identifyclients with different address, duplicateclients with same address & duplicate
clients with same name.
B02 – AP Discounts & Prices Review (Intermediate ACL skills required)
B02 – PMM and or PFMAP Invoices, AP Payments, &
PO Transactions
Test 1: Identify Invoices Where a discount appears
to not be applied or applied incorrectly
Test 3: Identify vendors who appear to increase purchase price
PO Detail availableProduct No, Qty & Unit Price
Test 2: Identify vendors who appear to increase purchase price
No PO Detail availableProduct No, Qty & Unit Price
B03 – AP Payment Review (Intermediate ACL skills required)
B03 – PMM & PFMPMM
AP Invoices & AP Payments
Test 1: Identify Invoices Where a discount appears
to not be applied or applied incorrectly
Test 3: Identify vendors who appear to increase purchase price
PO Detail available
Test 2: Identify vendors who appear to increase purchase price
No PO Detail available
Test 4: Identify payments paid after due date
B05 – AP Payment Terms Review (Intermediate ACL skills required)
B05 – PMM or PFMPFM
AP Invoices & AP Payments
Test 1: Identifies inconsistent payment terms by vendor
B11 – Travel & Entertainment Claim Review (Intermediate ACL skills required)
B11 – LawsonTravel & Entertainment Transactions
Terminated Employees
Test 1: identify possible duplicate claimsw/same Emp ID, T&E code, date, amt
& trip
Test 3:Identify T&E amts for terminated Employees before the expense date
Test 2: Identify amts just under approval thresholds
B12 – AP Electronic Funds Transfer Payment Review (Intermediate ACL skills required)
B12 – PFM Vendor Banking Information
AP EFT Payments
Test 1: Identify EFT transactions withsame bank info & different vendor code
or duplicate transactions
B17 – Payroll Payments Review (Intermediate ACL skills required)
B17 – LawsonPayroll Payments
Employees
Test 1:Match payroll payments to Employees to identify payments to ghost
Or terminated employees
Test 2:Review payroll payments to identifyemployees receiving more that one
per pay cycle
B19 – Accounts Receivable Billing Review (Intermediate ACL skills required)
B19 – StarAR Clients
AR Transactions
Test 1: Review AR transactions to profileclients with a high number of
adjustments or write-offs compared to their charges.
B06 – Conflict of Interest Employee Vendor Review (Advanced ACL skills required)
B06 – PFM & LawsonVendors & Employees
Test 1: Identify name match between employeeAnd vendor tables
Test 4: identify common matches for SSN & Tax ID
Test 2: Identify common numeric address fieldsNumeric address plus postal code
Test 5: Identify common matches for bankAccount details
•Test 3: Identify common alpha address fieldsAddress, city, state, postal code
B10 – Charge Card Questionable Charges Review (Advanced ACL skills required)
B10 – Third Party dataCharge Card Transactions, Holidays
Prohibited Merchants
Test 1: Identify questionable charges Made on non-business days. Weekends
Or Holidays
Test 2: Identify questionable chargesBased on user defined key words,even dollar amts or for prohibited
merchants
B21 – Sales Management Sales Order & Purchase Order Review (Advanced ACL skills required)
B21 – PMMPurchase Orders Canceled
Sales Orders Canceled – Not applicableTest script may need to be rewritten for
Healthcare environment
Test 1: Monitor the volume of sales canceled & compare to purchase orders
canceled during the same period to identify funds tied up in unnecessary
inventory.
Summary Analytics & Tests
ACL Novice Level 11 Analytics consisting of 27 test scripts
Green light – 11 test scripts Yellow light – 7 test scripts Red light – 9 test scripts
Summary Analytics & Tests
ACL Intermediate Level7 Analytics consisting of 15 test scripts
Green light – 9 test scripts Yellow light – 5 test scripts Red light – 1 test scripts
Summary Analytics & Tests
ACL Advanced Level3 Analytics consisting of test scripts
Green light – none Yellow light – 5 test scripts Red light – 3 test scripts
Implementation ChallengesMajor implementation challenges
Resource allocation PMM & PFM perspective
PMM & PFM version upgrades underway (required for FRx) FRx Financial Board level reporting must be replaced by January PFM ERP Portal implementation – prefer with FRx
Lawson perspective Implementation of Lawson Self Service Hospital wide Job Description Assessment tool Lawson & Kronos upgrades
Star / IT Development perspective Relay Health project All Scripts interfaces Interface Engine Replacement
Timeline & FundingTimeline
Contract & Purchase FY 20XX Implementation TimelineFluid timeline based on resource availability with current
projects in process Funding
Will hardware & software be purchased from the Corporate Compliance budget?
Vendor consulting services Recommend a bank of ACL Consulting Services hours to
be used as needed Implementation & Script Redesign Advanced analytics
Next Steps
Start contract negotiations if purchase is for next FY
Obtain server specifications for hardware purchase
Obtain project plan from vendor to customize to internal resource availability
Start discussions with Human Resources on confidentiality concerns
Start internal discussions on data concerns
Obtain Import File Specifications