System Optimization and Data Management

The Healthcare Cost Solutions, LLC team has been involved in the evolution of Materials Management Information Systems from its’ origins over 30 years ago to current state-of-the-art ERP systems. We have actively participated and led all phases of requirements definition, system selection, design and configuration, implementation and optimization. We have worked with many different systems, with recent experience in optimizing the use of Lawson, McKesson Pathways Materials Management, and Meditech applications, as well as major point-of-use systems. We have focused extensively with the inter-relationships between supply chain and the operating room, including implementing perpetual inventory management in the Operating Room environment.

Given the highly intensive focus on successfully implementing these systems, underlying cause and effect relationships can get lost. An example is the disproportionately high level of effort invested to setup storeroom inventory supplies, even though these items usually account for only 10-15% of total supplies expense. Meanwhile, items comprising the other 85-90% of expense end up being no better managed than before the new ERP system. Our services help you avoid this pitfall by making sure you know the most impacting items, and focus your efforts on them.

Even the best information system, containing the highest quality data, will not bring about cost savings unless the data that it captures is routinely analyzed, determining true cost drivers, used for decision support and acted upon. It is all too common to see enormous effort expended on putting a new system in place, and once implemented, the staff reverts to operating just as they did before the new system. Achieving success requires a conscious focus, along with dedicated time and attention, on deriving value from the information the system is capturing. We can help you develop this focus, implement the right organization, tools and the leadership to make sure you get the value the original investment was based upon.

Defining the Business Case
We have performed many business case analyses, documenting business needs, strengths, weaknesses, and opportunities for system selection and/or replacement. These engagements have included ERP, MMIS, OR Information systems, and point-of-use technologies. We work with the executive sponsor, all key stakeholders, IT, and system vendors to make sure objectives and expected outcomes are clearly defined, quantified and validated for presentation and decision by an executive-level steering committee.

Implementation Planning and Execution
Based upon our business case development, we work with you and your staff to develop a roadmap for implementing the selected system(s), incorporating stakeholder and end-user collaboration, utilizing formal change management, along with our extensive experience. We can either lead the implementation effort, or we can serve as your agent working across the table from a larger implementation partner, making sure they deliver what they committed to on time and on budget.

Project Management
We utilize a formal project management model to ensure rigorous accountability in tracking of tasks, responsibilities, milestones, status reporting, issues management, as well as monitoring achievement of results. We establish a web-site for each project, to promote collaboration and communication across project team members, with transparency for stakeholder and executive sponsor review.

Maximizing Value
Any of these systems, can produce a positive ROI, and any of them can fall far short of realizing expected value – the difference is in how the implementation is managed, and the ongoing commitment to and accountability for extracting maximum value from the investment. Common failures include a lack of validation on the business case (accepting a vendor-provided ROI analysis without internal validation testing), lack of resources in the implementation and execution, not understanding and preparing for operational impacts, and/or a lack of proactive change management. Even when systems are implemented effectively on the front-end, there is a need to understand and commit to the “care and feeding” required to keep the content relevant and current, and to make sure it is used. We understand these issues and work with you and you staff to ensure that you achieve the benefits that you have validated and can reasonably expect.

Data Management and Quality
The common adage “garbage in, garbage out” has proven again and again in supply chain related systems. We have extensive experience in establishing and managing item files, vendor files, and inventory parameters. We can help you avoid the minefields inherent in the details of the master data.

e-Commerce
EDI and exchanges can help reduce staff time, and errors