Optim Associates LLP

www.optim.in

Strategic Partner for Growth and Empowered Operations

Our mission is to help small to medium size organizations optimize resources so that the truepotential of an organization can be realized in the form of value created for all stakeholders,i.e. suppliers, customers, employees and investors.

We strive to create this value by eliminating waste, enabling business processes with appropriate technology and aligning people with organization goal.

Optim Associates LLP

N eed – What is the business problem the Hospital is trying to solve?U nique – What differentiates us and uniquely qualifies us to solve the problem?T ime – What is the timeline; when will the problem be solved?C ost – What is the Hospital’s budget; does our capability fit within that budget?A uthority – Who has authority to make the decision to release the budget? S olution – What is our high level solution; can we fix the problem?E nemies – Who is operating unethical and breaking the speed to serve?S cope – What is the scope of the project? Will it be phased?

Optim Associates LLP – Initial Analysis Framework

• Name . . .

• Will be able to . . .

• By . . .

• Through the ability to . . .

• Which will be enabled by . . .

• Project will begin . .

• And end . . .

• We will measure value delivery . . .

• By . . .

Optim Associates LLP – Project Charter, Format

Business DevelopmentCustomer Orientation

Retaining existing customersMarket Creation

New ProductsNew ChannelsNew Geographies

Aligning OrganizationDeveloping People

Recruiting Assessment & FeedbackCompensationCoaching & Mentoring

Developing Strategic DirectionMotivating others to attain Direction

Planning & Controlling AssignmentsPlanning & Measuring results

HospitalHospital

Optim Associates LLP – Enabling Key Management Processes

Vision Skills Incentive Resources Action Plan = ChangeVision Skills Incentive Resources Action Plan = ConfusionVision Skills Incentive Resources Action Plan = AnxietyVision Skills Incentive Resources Action Plan = Gradual ChangeVision Skills Incentive Resources Action Plan = FrustrationVision Skills Incentive Resources Action Plan = False Start

Successful Change Management

Optim Associates LLP – Managing Change

People

Process

Technology

Innovation

How are we going to do it?

Optim Associates LLP – Operations Management

Coordinate Team input to develop (Hospital Name) Common business model

Provide Focus and direction Manage Executive Project Governance Provide Project status reporting to Stakeholders Proactively Manage Risk Implement communications & Change Management Plan Assure Quality Management of Projects Provide Budgeting and Cost Analysis Promote reusability and leverage lessons learned

Optim Associates LLP – Use Project Management Processes

Project Quality Project Cost Project ScheduleProject Risk Project Scope Manage each project activity more than 02 days of work

through IPECC (Initiate, Plan, Execute, Control and Close)

Optim Associates LLP – Manage Project Constraints

Define the project vision Provide strategic direction, and establish corresponding

tactical objectives Maintain the long-term alignment of (Hospital Name)

strategic intent with the activities of the project Provide oversight for all aspects of the project to assist in

meeting its objectives and all associated schedule, cost, and deliverable goals

Review and resolve executive-level issues, such as project scope change requests and strategic issues

Establish and maintain relationship with hospital board

Optim Associates LLP – Manage Role of Steering Committee

BUSINESS DEVELOPMENT

BUSINESS DEVELOPMENT

MARKET CREATION

MARKET CREATION

DEVELOPING PEOPLE

DEVELOPING PEOPLE

ALIGNING ORGANIZATION

ALIGNING ORGANIZATION

DEVELOPING STRATEGIC DIRECTION

DEVELOPING STRATEGIC DIRECTION

SUBJECTMATTER EXPERTS

PLANNING & CONTROLLING ASSIGNMENTS

PLANNING & CONTROLLING ASSIGNMENTS

Executive Steering Committee

Executive Steering Committee

Consulting Quality Assurance

Consulting Quality Assurance

Hospital Business Sponsor

Hospital Business Sponsor

Consulting Executive Director

Consulting Executive Director

Project Management

CONSULTING CORE TEAM

Consulting Program Manager

Consulting Program Manager

Hospital Project Manager

Hospital Project Manager

Optim Associates LLP – Create Project Organization, Example

Training Transition CommunicationsOrganization

& Roles

Optim Associates LLP – Change Management Process

Training ManagementTraining Needs Assessment

Number/location/roles of users Assess skill gaps

Training Strategy Audiences / delivery model / measurement Resources / logistics

Training documentation & curriculum (with project team)

Transition ManagementDevelop Transition PlanHospital Readiness Assessment / Management engagementGather / Provide readiness feedback Oversee execution of above plans

Communication ManagementExecutive Communication Plans

Draft Program Communiques Monitor / Maintain Plans Measure Effectiveness

Leadership and Organization AlignmentManage leadership alignment and engagement activities, troubleshoot issuesOversee organization/process re-engineering Monitor change plans Manage communications, training, change management & deployment leads

Change Management PlanBuild Communications Strategy & PlansIdentify critical implementation issues & recommendationsDevelop Site Readiness Assessment toolsDevelop or advise on Workforce Transition Plan, including:

Workforce Impact Assessment Identify and Scope Impacted Roles Identify role/org design changes / recommendations Identify HR alignment needs

Srl. # Risk Risk Impact Risk Response Risk

Rating

Risk response strategy (Avoid, Mitigate or

Accept)1 Accuracy of

Forecast generated in OneWorld® and fed into PDP as a source of demand (Producat Development Partnership)

Top 20 % of items in Apria will be forecast. If forecast accuracy is very low, i.e., forecast is consistently lower than actual sales orders, PDP may not plan enough inventory supply to meet actual demand.

Verify forecast accuracy in OneWorld®.

Provide safety stock buffer either as safety value and days-coverage.

High Mitigated by providing safety stock equal to 10 days demand for all active items with planning code “F”. This, however does not provide an answer when forecast demand is too low.

2 Safety stock values are calculated basis an average of past three months activities (Sales Orders + Cycle Count) multiplied by 14.

The only demand that drives Apria supply chain for remaining 80 % of the items is safety stock. If safety stock is too low or too high, PDP may plan lower or excess inventory, as the case may be.

Need to create PDP supply chain plan using actual safety stock numbers before Go-Live.

If safety numbers can not be made available before Go-Live, create a contingency plan, in case, PDP plan is under or over the anticipated threshold.

High Mitigate by testing safety stock numbers before Go-Live.OR Accept the risk and create a contingency plan, in case, safety numbers not in line with business requirements.

Risk Response Plan

Optim Associates LLP – Risk Management, Example

SalesSales

Gross Margin $Gross Margin $

Invoice AccuracyInvoice

Accuracy

Sales GrowthSales Growth

Gross Margin %

Gross Margin %

Timely PaymentTimely

Payment

MarketShare

MarketShare

Profit per UnitProfit per Unit

DeductionsDeductions

Data AccuracyData Accuracy

Days of SupplyDays of Supply

Supplier Service Level

Supplier Service Level

DataSynchData

Synch

Order Cycle Time

Order Cycle Time

Store Service Level

Store Service Level

Order Changes & Accuracy

Order Changes & Accuracy

On-Time DeliveryOn-Time Delivery

UnsaleablesUnsaleables

Financial Measures Operational Measures

Joint Performance Scorecard – Microsoft Internet Explorer

New Generation Sales Call

Joint Performance Scorecard

User: Colleen Wegman Procter & GambleProcter & GambleSupplier:

Optim Associates LLP – Performance Management, Example

Dr. Devvrat Sukhwal, Director

Optim Associates LLP – Roles According to Strength

Dr. Kalpit Sanghvi, Director

Kartik Mehta, Empaneled Consultant – Finance & Strategic Planning

Sandip Gandhi, Empaneled Consultant – Financial Planner

Ms. Amruta Rathod, Manager HR

Ms. Urvashi Yadav, Manager Finance

Ms. Nidhi Thacker, Manager Operations