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HEALTH SERVICE IN IRELAND Health Service Executive (HSE) Head of Procurement Mr. John Swords HEALTH SERVICE IN IRELAND Health Service Executive (HSE) Head of Procurement Mr. John Swords Inter. Trade Cork – 19 th October 2016

HBS Structure HBS organisation structure Director General National Director of HBS Deputy Director of HBS Structure HBS organisation structure Director General National Director of HBS Deputy Director of HBS CRM Finance Procurement Estates ERPS HR

HBS Structure Procurement organisation structure HBS Shared Services Procurement Office of the Head of HBS Structure Procurement organisation structure HBS Shared Services Procurement Office of the Head of Procurement Sourcing & Contracts Logistics & Inventory Management Systems

HBS Structure Health Customers Section 38 HSE Health OGP Section 39 HBS Structure Health Customers Section 38 HSE Health OGP Section 39

Health Procurement Structure Health Procurement Structure

Health Procurement Structure Health Customers HBS Procurement OGP Led Categories Health Led Categories • Health Procurement Structure Health Customers HBS Procurement OGP Led Categories Health Led Categories • Medical Care & Pharma • Equipment, Laboratory & Diagnostics • Medical Professional Services • Surgical Interventional Devices & Consumables • Professional Services • Facilities Management and Maintenance • Utilities • ICT and Office Equipment • Marketing, Print and Stationery • Travel and HR Services • Fleet and Plant • Managed Services Other Sector Led Categories • Local Government • Minor Building Works and Civils • Plant Hire • Defence and Security • Education • Veterinary and Agriculture • Laboratory Equipment 6

Health Procurement Structure Guiding Principles The model is designed to comply with the requirements Health Procurement Structure Guiding Principles The model is designed to comply with the requirements of the Government decision– “One Voice for Health”. Compliance with national initiatives and contracts is mandatory, not optional. Single integrated approach for health procurement. Sustain the savings already achieved in the Health Sector. HBS Procurement will represent Healthcare customers.

Health Procurement Structure Office of the Head of Procurement Systems Head of Procurement Logistics Health Procurement Structure Office of the Head of Procurement Systems Head of Procurement Logistics Sourcing / Contracting

HSE Sourcing & Contracting 9 HSE Sourcing & Contracting 9

Organisation / Operational Sourcing Category Councils Acute Services & Medical Devices Community Funded Schemes Organisation / Operational Sourcing Category Councils Acute Services & Medical Devices Community Funded Schemes Disability Medical Professional Services Medical Devices Equipment e. Health 10

Ways of Working Implementation Health Business Services will sign overarching contracts on behalf of Ways of Working Implementation Health Business Services will sign overarching contracts on behalf of all health agencies. Local sourcing teams: q Spot Buying q Below Threshold Sourcing q Purchase to Pay Processing q Contract Management q Information Provision to HBS Procurement to support Sourcing / Performance Management For unplanned sourcing projects, a Procurement Service Request (PSR) will be submitted by the Procurement Coordinator to HBS Sourcing & Contracting. Will be incorporated in national / local plans as appropriate. 11

Sourcing / Contracts Sourcing MCP - Medical Care & Pharma ELD – Equipment, Laboratory Sourcing / Contracts Sourcing MCP - Medical Care & Pharma ELD – Equipment, Laboratory & Diagnostics ELD MCP HTMPS – Health Technology & Medical Professional Services HTMPS Head of Health Sourcing SIDC – Surgical Interventional Devices & Consumables SIDC

Sourcing / Contracts Sourcing Medical Care Pharma (MCP) • Community Funded Schemes • Medical Sourcing / Contracts Sourcing Medical Care Pharma (MCP) • Community Funded Schemes • Medical Devices & Care Products • Pharma Equipment Labratory & Diagnostics • Medical & Surgical Equipment & Diagnostics • Capital Project Equipping Services Health Technology & Medical Professional Services • e. Health • Health HR and Professional services • External Health Services Surgical / Interventional Devices & Consumables (SIDC) • PPI Surgical Devices & Implants • Surgical Consumables • General Theatre Equipment

Building a Single National Sourcing Plan for Health Key Customers Generating Sourcing & Contracts Building a Single National Sourcing Plan for Health Key Customers Generating Sourcing & Contracts Projects 3 Year Plan 40/02 Logistics NDC Capital Plan TUSLA / Other Government Departments Savings Initiatives Health Sourcing Plan Pipeline 7 Hospital Groups 9 CHOs HSE Corporate / Clinical Directorates Philanthropic Donations CAWT Voluntary Agencies

HSE Logistics Service 15 HSE Logistics Service 15

HSE Logistics & Inventory Management Service New model for Logistics & Inventory Management NDC HSE Logistics & Inventory Management Service New model for Logistics & Inventory Management NDC & Regional Hubs Comprehensive Review resulted in the following recommendations: Consolidation of fragmented stores infrastructure into a National Distribution Centre (NDC) distributing to 9 Hubs Increase level of management of stock at point of use (POU) Implementation of appropriate supply channels – 4000 Customer Delivery Points: 16

NDC Landscape Regional Hubs are transhipment locations (no local stock) from which local deliveries NDC Landscape Regional Hubs are transhipment locations (no local stock) from which local deliveries will be made. Product from the NDC will be transported to regional hubs on large vehicles in labelled cages. It will be cross-docked (consolidated), with product delivered from local suppliers and then delivered to customers in a single delivery using smaller vehicles. Stock may be delivered to customer location by the NDC if it is more practical / effective in certain circumstances e. g. full loads for customer locations. Implementation within the Dublin region is currently being further developed, in order to maximise the supply chain management strategy and to assist in the minimisation of stock holding arrangements in a number of locations.

NDC High Level requisition Flow Process NDC High Level requisition Flow Process

Stock Management - Point of Use 2 Bin Storage system POU Storage Unit Back Stock Management - Point of Use 2 Bin Storage system POU Storage Unit Back Stock put away into Kanban and barcode label turned to front Stock picked and shipped Sample Label Front Side Front (ward staff use stock from this bin first) File uploaded and validated on Procurement system When the front bin is empty the user or L&IM operative turns the label which indicates replenishment is required and then begins to use stock from back bin Formatted file created for upload into Procurement system. Depending on wireless availability. This may require return to docking station after scanning a number of locations. 19 Sample Label Reverse Side On a scheduled basis a POU operative will scan the location for cards which have been turned to indicate replenishment required. Each card requiring replen will be scanned and returned to front.

Stock Management - Point of Use (POU) Benefits There are many advantages to using Stock Management - Point of Use (POU) Benefits There are many advantages to using the kanban system as a way to manage work, including: Flexibility Focus on continuous delivery Reduction of wasted work / wasted time Increased productivity Increased efficiency Team members’ ability to focus 20

Key Reasons for Implementing NDC • It is a health shared service which is Key Reasons for Implementing NDC • It is a health shared service which is a key element of: Government policy / public reform programme; HSE Reform Programme – Future Health; Logistics Review 2010 • It is supported by a strong business case (€ 9 m net saving p. a) • It delivers on LRC and Public Service Agreements (e. g HRA commits to maximising efficiency and greatly increasing productivity (p-11) and flexibility around grade demarcations (p-13)) • It is supported by Minister for Health, Director General HSE, CFO HSE, National Director Shared Services and Head of Procurement • It releases clinical resources to frontline patient care • It resolves long standing deficits regarding ICT / Financial Management • It provides a platform for future development (systems and people) • It gives local suppliers / SME access to national distribution

What is the GS 1 Standard? A common language to identify, capture and share What is the GS 1 Standard? A common language to identify, capture and share information globally • Not for profit, global standards organisation • 40 years experience in data standards • GS 1* standards cover Identification**, Data Capture and Data Sharing (ie: master data management) • 112 country offices, 1. 3 million members, 25+ industry sectors • Members range from Retailers, Food Manufacturers, Hospitals and Government Agencies to Medical Device and Pharmaceutical Manufacturers • To learn more : www. gs 1 ie. org/healthcare *GS 1 - formerly EAN **Barcode, 2 D Datamatrix, RFID

HSE Drivers for GS 1 Standards adoption Internal ü Patient Safety* (Traceability) ü Increase HSE Drivers for GS 1 Standards adoption Internal ü Patient Safety* (Traceability) ü Increase Supply Chain Efficiencies ü Patient Level Costing External ü Increase in Product Recall ü Legislation (falsified medicines directive and medical devices regulation (UDI)) ü Policy Change ( Money Follows Patient) ü Drive for cost savings ü Local Healthcare User Group (HUG) (01)5391234567892 (10)A 1 C 2 E 3 *See Mc. Kinsey report ‘Strength in Unity’

National Traceability Solution – GS 1 Only National Traceability Solution (Instrument trays and endoscopes) National Traceability Solution – GS 1 Only National Traceability Solution (Instrument trays and endoscopes) in the world 90% of volume will be utilizing the solution by end of Phase 2 in 2015 (32 Hospitals) Patient Safety was the key reason for implementation : Clinical imperative to have traceability for high risk procedures HBS Procurement Communication to Suppliers March 2015 24

Procurement Systems Business Intelligence 25 Procurement Systems Business Intelligence 25

Procurement Systems Pricing & Assisted Sourcing System The Pricing & Assisted Sourcing System (PASS) Procurement Systems Pricing & Assisted Sourcing System The Pricing & Assisted Sourcing System (PASS) is a centralized searchable database designed to inform HSE staff who are authorised to buy goods and services of items on contract. PASS provides details and information relating to products, suppliers on contract as well as the price per item. Procurement Programme Management System The Procurement Programme Management System (PPMS) was developed to manage the procurement workload and pipeline. Procurement Data Warehouse The Procurement Data Warehouse (PDW) provides procurement with visibility across the supply-chain and the heterogenous systems within HSE. National Distribution Centre The National Distribution Centre (NDC) was developed to implement part of the Shared Services model to increase efficiency and productivity.

Procurement Systems Visibility, Control & Efficiency Extend use of ICT solutions Maximise System to Procurement Systems Visibility, Control & Efficiency Extend use of ICT solutions Maximise System to System Processing Integration Maintain High Quality Master Data Develop Self Service Requisition Capacity Maximum use of Business Intelligence Analysis

Procurement Systems Visibility, Control & Efficiency Procurement Master Data NDC/Finance Stabilisation IFMS/Finance Reform Self Procurement Systems Visibility, Control & Efficiency Procurement Master Data NDC/Finance Stabilisation IFMS/Finance Reform Self Service Requisitioning Business Intelligence/ PDW/PPMS AIDC Voice/Scanpoint e. Req. EDI e. Invoicing

Data Warehouse / Business Intelligence 29 Data Warehouse / Business Intelligence 29

If you want to go fast, go alone. If you want to go far, If you want to go fast, go alone. If you want to go far, go together. 30

Thank You Queries: ohop@hse. ie Thank You Queries: [email protected] ie

Contact Details Name Title Email Phone John Swords Head of Procurement John. swords@hse. ie Contact Details Name Title Email Phone John Swords Head of Procurement John. [email protected] ie 01 -6352251 Brendan White Head of Sourcing & Contracts Brendan. [email protected] ie 052 6191240 Brian Long Head of Logistics & Inventory Management Brian. Long [email protected] ie 061 -464074 Siobhan Dunphy Office of the Head of Procurement Manager Siobhan. [email protected] ie 087 -1338937

Contact Details – Sourcing & Contracting Name Title Email Phone Martin Quinlivan Medical Care Contact Details – Sourcing & Contracting Name Title Email Phone Martin Quinlivan Medical Care Pharma (MCP) Martin. [email protected] ie 052 6125676 Vincent O’Sullivan Equipment, Laboratory & Diagnostics (ELD) vincent. [email protected] ie 021 4928073 TBD Surgical & Intravention Devices / Consumables (SIDC) Michael Driscoll Health Technology and Medical Professional Services (HTMPS) Michael. [email protected] ie 021 4923045 TBD Non-Health Categories (NHC)

Contact Details – Logistics & Inventory Management (L&IM) Name Title Region Email Phone Francis Contact Details – Logistics & Inventory Management (L&IM) Name Title Region Email Phone Francis Mollen General Manager L&IM Dublin Mid-Leinster Francis. [email protected] & North East e. ie 057 9370607 Brendan Shovlin General Manager L&IM HSE West brendan. [email protected] se. ie 071 9193561 Stephen Lynch General Manager L&IM HSE South stephen. [email protected] 021 4928214 ie Edward Hogan General Manager L&IM SAP Systems eddie. hogan [email protected] 01 8131853 ie Gerry Mc. Mahon General Manager L&IM Business Systems Gerry. Mc. [email protected] hse. ie 021 -4921523