the university of texas medical branch institutional value analysis presented by: theresa carrig,...

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

Working Together to Work Wonders

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 non-labor 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

Institutional Value Analysis (IVA)in Brief

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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.

IVA Mission Statement

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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.

IVA Vision

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• 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

Primary Objectives

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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

IVA Charter Template


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 SourcesMeeting Times and Frequency• MonthlyMembership•Members serve 2yr term with 50% of team changing each year

IVA Charter Template (cont.)

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IVA Implementation Process

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• Develop Committee Framework for Approval by Oversight Committee

• Introduce IVA Sr. Manager and Role to UTMB• Kickoff meeting with campus stakeholders

Step - 1Introduce Value Analysis

June 2014

• IVA Committee Chairs Approved by Oversight Committee• Finalize Value Analysis Committee Memberships• Notify members of their committee appointments and

expectations

Step – 2Establish Standing Committees

July 2014

• IVA First Meetings scheduled and held• Identify potential Project Categories: New Price Negotiation,

Product Standardization, New Product, Process Improvement

Step – 3Committee Meetings Begin

September 2014


Chair/Co-Chairs

Carlos Escobar, Associate VP, Business Operations & FacilitiesDavid O. Anderson, Vice Provost

Members

Celia Bailey-Ochoa, VP, Budget & AnalysisJames Goodwin, VP & Chief Research OfficerTodd Leach, VP Information ServicesRex McCallum, VP & Chief Physician ExecutiveRonald B. McKinley, VP HR & Employee ServicesDavid Niesel, Professor & Chair Graduate School of Biomed ScienceElizabeth Protas, VP & Dean, School of Health ProfessionFrank Reighard, Associate VP, Supply ChainPamela Watson, Dean &Prof SON & VP Education School of Nursing

IVA Facilitator

Theresa Carrig CMRP , Sr. Manager, IVA & Data Analytics

Meets Ad Hoc as needed

IVA Oversight Committee

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IVA Team Expertise

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Ad Hoc Members• Quality & Safety /

Risk Management• CES

Committee Support• Finance• Supply Chain (Data Analytics,

Purchasing, Logistics)

Value Analysis Oversight

Committee

VAT Chair / Co-Chairs

Information Services Staff Facilities Staff Academic

Staff Research Staff Business Staff

Value Analysis Manager


Meet on a monthly basis

IVA Committees

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IVA Academic &

Research

Research Equipment

General Lab

Research Specialty Products

IVA Business &

IT

Office Supplies & Equipment

Information Services &

Telecom Products

Purchased Services

IVA Facilities

Maintenance, Repair, and Operations

(MRO) Products

Furniture

Ad Hoc Specialty

(As Needed)


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

IVA Committee Chair Expectations

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IVA Committee Structure

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• 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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• 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




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• 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



IVA Savings Goals for FY15

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FY 15 - IVA Savings Initiatives IVA

Committee DescriptionEstimated Annual

SpendFY15 Estimated

SavingsTotal Estimated

SavingsFY 15 Estimated

Completion Next Steps

Research/Academic Research Reagents $1,400,000 $40,000 $80,000 ongoing

In process of identifying categories for bidding based on spend from Data Analytics

Research/Academic Supplies & Minor Equipment $119,800 $23,713 $23,713 Q1 Completed. Research/Academic Qiagen (Purification Kits) $142,000 $2,000 $2,000 Q1 Completed.Research/Academic Promega $110,000 $4,000 $4,000 Q1 Completed.

Ad-Hoc Food Services $6,000,000 $500,000 $1,200,000 Q1Contract in place as of Aug. 1, 2014; actual savings TBD

Business/IT Office Supplies $3,000,000 $250,000 $300,000 Q1Working on standardization based on categories

Ad-Hoc 501a $14,000,000 $100,000 $100,000 Q1 Savings TBDAd-Hoc Medical Transcription Services $200,000 $10,000 $20,000 Q2 Working toward RFP scope of work

Facilities Electricity $17,000,000 $616,000 $924,000 Q2Contract to be implemented in February 2015.

Business/IT Audit Recovery Services $50,000,000 $25,000 $50,000 Q2 Considering RFP

Research/Academic Fetal Bovine Serum $110,,000 $15,000 $60,000 Q3Total spend to be reviewed at next Research IVA meeting

Facilities Gases $600,000 $60,000 $60,000 Q3Committee being developed to create scope of work

Ad-Hoc Freight Mgmt. $1,200,000 $8,333 $100,000 Q4 RFP In evaluation phase at UTSSCA

Ad-Hoc Coffee/Water $209,860 $8,333 $100,000 Q4Discuss in Business IVA for potential sourcing oportunity

Totals $93,831,660 $1,662,379 $3,023,713


Questions

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Theresa Carrig, CMRPSr. Manager Institutional Value Analysis &

Supply Chain Data AnalyticsUTMB

O: 409-772-5765M: 832-646-3154F: 409-772-1027

Email: [email protected]

the university of texas medical branch institutional value analysis presented by: theresa carrig,...

Documents

appropriate products

datadriven process

purchasing process

wonders vision

wonders mission

yearly savings goals

report decisions

existing products