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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
2
Working Together to Work Wonders
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
3
Working Together to Work Wonders
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
4
Working Together to Work Wonders
• 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
5
Working Together to Work Wonders
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
Working Together to Work Wonders
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.)
7
Working Together to Work Wonders
IVA Implementation Process
8
• 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
Working Together to Work Wonders
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
9
Working Together to Work Wonders
IVA Team Expertise
10
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
Working Together to Work Wonders
Meet on a monthly basis
IVA Committees
11
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)
Working Together to Work Wonders
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
12
Working Together to Work Wonders
IVA Committee Structure
13
• 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
Working Together to Work Wonders
IVA Committee Structure
14
• 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
• Currently has 9 members and 5 Supply Chain Support Staff
Working Together to Work Wonders
IVA Committee Structure
15
• 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
• Currently has 7 members and 5 Supply Chain Support Staff
Working Together to Work Wonders
IVA Savings Goals for FY15
16
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
Working Together to Work Wonders
Questions
17
Theresa Carrig, CMRPSr. Manager Institutional Value Analysis &
Supply Chain Data AnalyticsUTMB
O: 409-772-5765M: 832-646-3154F: 409-772-1027
Email: [email protected]