Material Manager Leadership Reports Processes An overview

Material Manager Leadership Reports & Processes An overview and discussion regarding the most critical reports and information material managers should be reviewing in the course of every-day operations

Logistician or Material Manager or Medical Logistician 2 FOR OFFICIAL USE ONLY

The Goal Make a Scheduled Plan! Keep your schedule! Know you were successful and made a difference! 3 FOR OFFICIAL USE ONLY

Med. Logistician Processes Inventory Management: SOP for CPD Management IM/LOG Max Order Quantities IM NIS Deadstock Purchase Card Reduction: ISR – PC to PV Customer Effectiveness: -Unexecuted CAIM orders PCReconciliation validation with PC Close-out Report Catalogs without current Transactions 4 FOR OFFICIAL USE ONLY

Data Accuracy Are these numbers for your activities accurate? These numbers are what is reported. If these values are wrong; different from the physical reality, the Command has a problem with its data management, which is what this symposium is all about: Audit Readiness. Each Command is responsible for managing its processes and the audit ability of those processes… 5 FOR OFFICIAL USE ONLY

Resources - NMLC 6 FOR OFFICIAL USE ONLY

Resources – BUMED SOPs Good References: Missing: Checklists, for Material Manager Validation Comprehensive End-to-End Steps for Staff Make your own Checklist for tasks to be completed - You cannot know everything that happens in your Department - You can engage your staff to stay fully aware, but you have to ask the questions… 7 FOR OFFICIAL USE ONLY

Logistics Requirements Tracker The Big Picture What are the Total Requirements/Deliverables How can you get your staff to “Get It” Effective Management vs. Micro Management FOR OFFICIAL USE ONLY 8

Staffing Review Are your staff: - Effectively productive - Appropriately Manned for the Requirements - Applying Appropriate Time to Most Critical Areas Perform Staffing Assessment for FTEs per Process - Submit to DFA - Manning Requirements to DFA - Capabilities Assessment/Shortfalls 9 FOR OFFICIAL USE ONLY

Material Manager SOP Process Under Development Perpetual Process Improvement Potential for Something Great Take the Initiative… 10 FOR OFFICIAL USE ONLY

CO Spotlight Metrics 11 FOR OFFICIAL USE ONLY

Personal Service Contract Fill Rate What makes up the issues for this metric? -NMLC contracting position in timely manner -NMLC ensuring contractor performs effectively and keeps position filled -Customer Command completes Credentialing and Security Requirements in a timely Manner -Customer Command COR communicates issues, problems, shortfalls with Contractor with NMLC for effective Contract Oversight 12 FOR OFFICIAL USE ONLY

Appropriate Assignment of Acquisition of Priorities Effective Contract Management vs. Crisis Management - Proper lead time - Effective and Timely contract closeout and planning - Effective communication between MMD and Customer Departments. 13 FOR OFFICIAL USE ONLY

Preventive Maintenance Completion Rate (PMCR) Primary Objective: Safe Equipment for Patients How do you achieve it: Effective utilization of Biomedical Repairmen Active Management of BIOMED and Eqp Mgt 14 FOR OFFICIAL USE ONLY

Unable to Locate Equipment Purpose: 1. Patient Safety 2. Financial Accountability How do You Achieve It? 1. Active Management of BIOMEDs 2. Active Management of DD 200’s 3. Greater Visibility of Weak Mgt Controls 15 FOR OFFICIAL USE ONLY

Undelivered Orders (Due-Ins) Source: JMAR Source: DMLSS Purpose: Customer Effectiveness & Proper Financial Mgt How to Achieve: Active Management and Education for Purchase Agents and Ordering Officers 16 FOR OFFICIAL USE ONLY

PC Use Reduction Source: JMAR Source: DMLSS Objective: Reduce Orders and Dollars for PC Buys to Levels Below Same Orders and Dollars from Previous Month of Previous Year Purpose: Increase e. Commerce Use and Save Time&Money How to Achieve: Sourcing Purchases to e. Commerce Stocking Supplies in CPD/LOG 17 FOR OFFICIAL USE ONLY

Enterprise Logistics Metrics e. Z SAVe LOG Inventory Mgt and Cust. Support Effectiveness -Dead Stock -ESD RRD -IM NIS -Inventory turnover PV Credit Losses 18 FOR OFFICIAL USE ONLY

e. Z SAVe Use 19 FOR OFFICIAL USE ONLY

Deadstock BO Report: - Shows all items not issued past 6 - 12 Months, & Greater than 12 Months - Replaced Inventory IM Zero Demand Report How much Funds are tied in your Stock? How Much Space is Wasted? FOR OFFICIAL USE ONLY 20

ESD RRD Purpose: Ensure Separation of Functions Process: DMLSS ESD-RRD BO Report - ESD: Establish Due In / RRD: Receipt Regulation: 3 -Way Separation, min. 2 DMLSS is the Official Logistics System Violations in DMLSS “seen” as actual 21 FOR OFFICIAL USE ONLY

Inventory turnover LOG Purpose: Customer Support w/Prompt Delivery BUMED Standard: >2 Turns per Month (1 -OCONUS) Warehousing vs. Warehouse Wasted Funds: Tied to - Excess Stock Warehouse Storage Space Manning Expired Stock Automated Ordering = Reduced Manning 22 FOR OFFICIAL USE ONLY

IM - Safety Stock Consolidation Customers over stock Safety-Stock CPD/LOG Consolidates Risk and Safety-Stock Reduces Excess Supplies and Costs 23 FOR OFFICIAL USE ONLY

Excess Stocked Supplies How much is enough? How much is too much? 24 FOR OFFICIAL USE ONLY

IM NIS = Indicator of noneffectiveness for Customer Purpose: Identify the items Customers Need, and Keep Customer Confidence Review: IM NIS BO Process: Change Levels 25 FOR OFFICIAL USE ONLY

What and How Much to Stock PV Usage Report FOR OFFICIAL USE ONLY 26

What and How Much to Stock DMLSS BOs: -IM NIS & -IM Stocked Usage FOR OFFICIAL USE ONLY 27

LOG Funding – Funds Change Stocking in LOG is best practice (most of the time) LOG Funding must exist Free Issue is not Free How to get Funds? Communication is Key 28 FOR OFFICIAL USE ONLY

Resources 29 FOR OFFICIAL USE ONLY

Questions ? 30 FOR OFFICIAL USE ONLY