Integrating UID Compliance into Operational Processes

David BarksRadley Corporation

Session Overview• Business Process Management– What it is, how its done

• Process Consolidation– Manual and automated

• Integrating UID compliancy into your material management process

• Inventory accuracy improvement techniques– Using process consolidation

Business Process Management

Business Process Influencers• Industry/regulatory requirements

• Certification to standards• Safety

• Internal influences, culture, legacy processes• Management style• Department segmentation

• Business applications• Transactional sequence requirements

Business Process Management• BPM-what is it?– A systems approach to an organization's processes– Combines information technology with employee

activities and work processes– Focuses on effectiveness, efficiency and flexibility

• BPM Life Cycle– Design, model, execute, monitor and optimize– Supports continuous improvement

Business Process Management• How do you start?– Needs management sponsorship• Define/clarify organizational goals

– Build cross-department team• A team of advocates with a goal• Change resistors need not apply

– Assessment of current processes

Current Process Assessment• Department leadership interviews– Review management goals– Define department goals and expectations

• Define process ownership by department• Staff interviews– Review and document existing processes here!– Ask for process improvement recommendations

Current Process Assessment• Determine cross department duplicity– Sweat these details

• Identify business process integration candidates– Goal is consolidation of processes

• Begin business process mapping process

Business Process Mapping• Clarify and document processes• Focus on the 80% first– Map exceptions later

• Handle as is for now

• Maps should start at a high level first pass– Detail during subsequent passes– It will take several iterations to capture details

• Document cross department process interrelationships

Sample Process Map

Sample Process Map

Sample Process Map

Process Consolidation

QUALITY ASSURANCE

Manual Entry of Data Quality Department

ASSET MANAGEMENT SYSTEM

Manual Entry of Data Property Administrator

PO RECEIPT/PURCHASING

Manual Entry of Data Receiving Department

UID REGISTRY

Manual Entry of Data Property Administrator

Sample Asset Management Processes

Enabling Process Consolidation• Processes have been identified and mapped• Cross department duplicity is documented– Redundant data entry at multiple touch points• Same data, different systems

• Potential consolidation candidates have been identified

• Automated or manual consolidation– Probably a mix

Manual Consolidation Techniques• Staff cross training on multiple business

systems that require updating• Reduce in-process touch points• Eliminate legacy procedures– Make sure there is a legitimate and needed reason

things are done a certain way

Manual Consolidation Techniques• Breakdown cross department barriers– Are your departments silos?– Or are they integrated?

• Identify pilot processes to integrate– Avoid the big bang approach– Start small, build to big

Automated Consolidation Techniques• Driven by technology• Requires integration of disparate systems• Many integration approaches– Enterprise application integration• Application to application integration

QUALITY ASSURANCE

Integrated Data

UID REGISTRY

Integrated Data

ASSET MANAGEMENT SYSTEM

Integrated Data

PO RECEIPT/PURCHASING

Manual Entry or Scanned Data Receiving Department

Automated Consolidation Techniques• Automated data collection technology– Barcode scanning, RFID

• Reduces business application customization• Significant flexibility• Roll out incrementally• Many vendors to choose from

Integrating UID Compliancy into your Material Management

Process

QUALITY ASSURANCE

Manual Entry of Data Quality Department

ASSET MANAGEMENT SYSTEM

Manual Entry of Data Property Administrator

PO RECEIPT/PURCHASING

Manual Entry of Data Receiving Department

UID REGISTRY

Manual Entry of Data Property Administrator

Sample Asset Management Processes

Basic Integration Requirements• Business rule mapping to specify which assets

require registration– Can be done by asset management system or by

UID integration module– Push or pull

• Auto generation of Construct 1 or Construct 2 IUID

• Determine whether to auto update or batch upload UID Registry

Basic Integration Requirements• Read/write required data into UID registry– Register new IUID records– Look up data about existing records– Change existing records

• IUID label printing and verification

PO RECEIPT/PURCHASING

Scanned Receiving Department

ASSET MANAGEMENT SYSTEM

Scanned or Pulled Data

UID REGISTRY

Scanned or Pulled Data

QUALITY ASSURANCE

Scanned or Pulled Data

Inventory Accuracy Improvement Techniques

Increasing Inventory/Asset Accuracy• Use barcoding or RFID– Manual entry is inherently inaccurate– Relies on human decision making

• Don’t count on physical inventories to keep you accurate– Typically done yearly– More of an accounting function

Increasing Inventory/Asset Accuracy• Segment inventory/assets by:– Financial value– Critical needs value– Theft probability value– That leaves the rest

• Focus on the top 20-30% in value terms• Consolidate processes around these first– Expand to other

Increasing Inventory/Asset Accuracy• Begin/increase use of periodic counts– Cycle counts– Spot counts – Forced counts

• Combine counts with other inventory transactions:– Putaways, moves, issues

• While you’re there, do more!

Automated Notifications• Use at any touch point• Send email, text, instant message, image• Notify on:– Specific asset/inventory arrival, move, miscount,

damage, missing, UID registration exception– Overage/underage of critical material

Questions?