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LAV Process Explained: Equipment Management. Elizabeth Erdman Medical Equipment and Logistics Solutions Directorate Naval Medical Logistics Command. Context Commands can benefit from applying LAV methodology in support of Audit Readiness Purpose - PowerPoint PPT Presentation
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LAV Process Explained: Equipment
Management
Elizabeth ErdmanMedical Equipment and Logistics Solutions Directorate
Naval Medical Logistics Command
Context• Commands can benefit from applying LAV
methodology in support of Audit Readiness
Purpose• Describe the LAV Process for Equipment
Management Objectives• Learn key methods and metrics to review
during a self-assessment
FOR OFFICIAL USE ONLY2
What is LAV? Assist Logisticians to achieve Total Asset
Management (TAM) and improve internal management control of accountable equipment.
Evaluate the effectiveness of the Equipment, Technology Material Management (ETM) processes from materiel procurement planning to eventual property disposal
Evaluate the effectiveness of the Purchasing Management, Acquisition Planning and Requirements Development, and Contracting Officer’s Representative (COR) Programs
The Logistics Assist Visit is NOT an inspection, this is strictly an assist visit to help your staff identify strengths and weaknesses and to provide them with the tools that they need to successfully carry out their mission.
FOR OFFICIAL USE ONLY3
Property Accounting
1. Is there a designated Personal Property Manager?• Forward copies of designation letters to
NMLC
2. Is the delegation letter on file?• Should be readily available
FOR OFFICIAL USE ONLY4
Property Accounting
3. Do PPM personnel have the appropriate training? What percentage?• PPM’s are responsible for scheduling training for EM
staff (those with DMLSS access). Get with your DMLSS-SA to determine who has access, even read-only.
4. What specific training have PPM personnel taken?• Read-only access: DMLSS E-learning• Read/Write Access: DMLSS-EM Basics• Equipment Managers: 5-day off site EM Workshop
5. Is the training documentation on file?• Contact NAVMEDLOGCOM for previous training
documentation.
FOR OFFICIAL USE ONLY5
Property Accounting
6. Are all equipment assets entered into DMLSS and barcoded within 7 calendar days of receipt?• Compare receipt documents with the Equipment
Gain and Loss Report in DMLSS.
7. Is GFE list included in the NPS Contract?• Identify and Collaborate with your Command’s
COR’s
8. Are loaned equipment assigned to contractors by name and with a return date no later than the end date of their contract?• Run BO Report to determine GFE list
FOR OFFICIAL USE ONLY6
Management Control Reports
9. Is the site reviewing management control reports on a monthly basis?• Monthly Capital Asset Balance Report• Monthly Capital Depreciation Report• System and Components Report• Daily Document Transaction Register• Equipment Transfer Report• Equipment Gain and Loss Report• Equipment Requiring Data for a UII• Reported Excess Equipment
FOR OFFICIAL USE ONLY7
Inventory Auditing
FOR OFFICIAL USE ONLY8
Criteria Number of Errors
Total Items Inventoried
Error Rate
Procurement Documentation not on file
5 50 10%
Incorrect Nomenclature
6 50 12%
Acquisition Cost does not match receipt documentation
4 50 8%
Incorrect Barcodes 2 50 4%Incorrect Locations 15 50 30%Incorrect Custodians 7 50 14%Incorrect Serial Number
2 50 4%
Records over $5,000 without IUID label affixed
4 20 25%
Book to Floor Errors 1 51 N/AFloor to Book Errors 1 51 N/AInventory Accuracy Error
2 51 4%
Inventory Auditing
Avoid the Texas Sharpshooter Fallacy:• Identify records at random from your
DMLSS • Could be items $25K and greater
FOR OFFICIAL USE ONLY9
Equipment Management
11. Equipment Replacement• Do users provide input? How? How is it
documented?• Is there an EPRC? How often does it meet?
Can you provide meeting minutes?• Is there a prioritized listing of OP & O&M
requirements?• Does the Command project requirements out
at least 5 years?
FOR OFFICIAL USE ONLY10
Equipment Management
12. Leased Equipment• Is leased equipment used at your facility?• Is a CBA performed when equipment is
$100K or greater?• Lease determination worksheet on file?• Leased equipment meeting the accountability
criteria recorded in DMLSS?• Leased Medical Equipment, regardless of
cost, recorded in DMLSS?
• Emergency Management Plan for resource sharing?
FOR OFFICIAL USE ONLY11
Equipment Management
13. IT Security• Is patient health information (e.g. name, SSN,
medical/treatment information) removed from ADP and medical equipment memory before disposal?
• Is equipment containing HIPAA PHI secured at all times, with strong password protection implemented and enforced?
14. Are Systems recorded in DMLSS using system/component relationship?• Review Canned Management Report
15. Is excess equipment reported to NMLC via DMLSS?• Review Canned Management Report
FOR OFFICIAL USE ONLY12
Policies and Guidance
16. Is there a local Command Equipment Management Plan (SOP)?• Is it reviewed annually?
17. Does the Command have copies of current guidance and procedures? Have the appropriate staff reviewed the guidance?• NAVMED P-5132, SECNAVINST 7320.10a,
BUMED FIP SOP, FY12 Logistics Guidance
FOR OFFICIAL USE ONLY13
Documentation
18. Are signed DD200’s on file for all items listed as missing, damaged, lost, stolen?• Compare transaction history with physical
documentation
19. Are disposal documents maintained for at least 36 months for items disposed or transferred?• Compare transaction history with physical
documentation
FOR OFFICIAL USE ONLY14
Management Review
20. Unable to Locate (UTL)• Are all UTL equipment reported to the Safety
Committee?• Are these reports documented in the meeting minutes?• Are EM and responsible departments documenting
actions taken to locate UTL equipment?• Are DD 200’s being initiated by department heads on
equipment that cannot be located for more than 30 days?
***Partnership with BIOMED is critical for management of UTL
FOR OFFICIAL USE ONLY15
Review
• Ensure personnel are trained and appropriately privileged in DMLSS.
• Ensure PPM and RO’s are assigned in writing and current in DMLSS.
• Review Canned Management Reports in DMLSS.
• Conduct inventory sampling to assess your inventory accuracy, valuation information accuracy, and documentation completeness.
FOR OFFICIAL USE ONLY16
ETM POCs
Program Manager• Edlouie Ortega – ETM SupervisorAnalytics/Equipment Management • HM1 Sherwin Villagracia – Data Quality
Management• Elizabeth Erdman – Inventory Management/LAVEquipment Management• HA Denise Matamoro – Property Accounting
Support
[email protected] [email protected]
17
Related Sessions
• Material Management Self Assessment – Conduct Your Own LAV
• Equipment Management Self Assessment – Conduct Your Own LAV
• Equipment Management Process
FOR OFFICIAL USE ONLY18