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Enterprise Contract Management HCA’s Approach. Breakout Session # Dave Catino, AVP, Strategy & Planning Kevin Bond, Director, Supply Chain Systems Development October 17, 2005 11:00 – 12:00. Hospital Corporation of America (HCA). As of June 30, 2005, the Company operated: 190 hospitals

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Breakout Session # Dave Catino, AVP, Strategy & Planning

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Breakout session dave catino avp strategy planning

Enterprise Contract ManagementHCA’s Approach

Breakout Session #

Dave Catino, AVP, Strategy & Planning

Kevin Bond, Director, Supply Chain Systems Development

October 17, 2005

11:00 – 12:00

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Hospital corporation of america hca

Hospital Corporation of America (HCA)

As of June 30, 2005, the Company operated:

  • 190 hospitals

  • 92 freestanding surgery centers (including seven hospitals and eight freestanding surgery centers operated through equity method joint ventures)

  • located in 23 states, London, England and Geneva, Switzerland

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Healthtrust purchasing group hpg

Healthtrust Purchasing Group (HPG)

  • Supports not-for-profit and for-profit acute care hospitals, ambulatory surgery centers, alternate care sites, and physician practices

  • Approx. 1500 member facilities and vendors

  • Annual purchasing volume of more than $6 billion

  • Committed to obtaining the best price for clinically-recommended products

  • Continuously evaluating and improving the services to the patients, physicians and clinicians it serves.

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Driving factors

Driving Factors

  • Original Scope - two separate initiatives

    • Replace Item Management System (IMS)

    • Create a more robust Contract Management System (CMS)

    • Single solution to support long-term standardization and contract management

  • Scope reduced to just CMS

    • No single vendor solution that could replace both while maintaining current functionality

  • Separate initiative within Legal Department to track Physician contracts

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Driving factors1

Driving Factors

  • New Scope

    • HPG Requirements

      • Support HPG contracting initiatives

      • Improved data accuracy, productivity, and customer service

      • Support processes necessary for future growth of HPG

    • Legal Requirements

      • Manage physician contract from preparation, negotiation, approval, payments, and storage

      • Enhance compliance with law and corporate policy

      • Make payment terms easily available for review before payments are made

      • Tracking of expiration dates

      • Create an enterprise physician contract database with management reporting capability

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Solution matrix

Solution Matrix

Enhance IMS

Enhance SCRUBS

Enhance RAFT

Enhance EDW

License Software

RFx

Workflow

Document

Management

Item Detail

Maintenance

GPO Member Communication

Rebate & Admin Fee Tracking

Spend & Savings Analysis

RFI

RFQ

RFP

Routing

Reviews

Approvals

Terms & Conditions

Contracts

Addendums

Vendors

Items

Prices

Tiers

Groups

Launch Pkgs

Letters of

Commitment

Catalog

Customer Service

Amounts

Allocations

Opportunities

Results

Supports HPG, HCA Supply Chain, & Legal

  • Supports HPG & HCA Supply Chain:

    • Contract Loading

    • Standardization

    • Operations

    • Finance

    • Division-based contracting

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Major risks

Major Risks

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Operational impact

Operational Impact

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Hpg alternatives

HPG Alternatives

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Legal alternatives

Legal Alternatives

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Breakout session dave catino avp strategy planning

Vendor Selection

  • Gathered and documented requirements

  • Identified and researched potential software suppliers

  • Sent RFI to 9 potential software suppliers

  • Sent RFP to 5 candidate companies

  • Selected Upside

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Breakout session dave catino avp strategy planning

Key Requirements Met by Upside

  • Web-based zero footprint

  • Enables the use of standard templates for all contracts

  • Allows collaborative contract creation and negotiation

  • Provides centralized contract storage and enterprise reporting

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Where are we now

Where Are We Now?

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Breakout session dave catino avp strategy planning

Legal Implementation

  • Application configuration and testing

  • Development of custom workflows

  • Pilot selection, kick-off, and training

  • Pilot evaluation

  • Implementation: May 2005 – Q1 2007

  • Stats Since Pilots Began In May

    • 250 Users

    • 78 Organizational Units (facilities, clinics, surgery centers, etc.)

    • 138 Contracts Approved

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Breakout session dave catino avp strategy planning

HPG Implementation

  • Application configuration complete and in testing

  • Conduct Training

  • Conduct Kick-off meeting in January 2006

  • Evaluate results

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Expected results

Expected Results

  • Increased visibility across the enterprise of all contracting activity

  • Enhanced reporting by business areas

  • Increased administrative controls over contracting practices

  • Access to the current versions of contracts

  • Reduced administrative effort

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Next steps

Next Steps

  • Continue phased implementation

  • Further institutionalize the application using existing features

  • Increase standardization of contracting practices across the enterprise

  • Reporting to identify contracting trends and conduct contracting analysis

  • Expand to business areas outside of Legal and HPG

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Lessons learned

Lessons Learned

  • Configuration training - will reduce configuration time

  • Complete configuration and testing in a test environment prior to certification - will reduce certification time

  • Identify and train key personnel for each division - local expert becomes point-of-contact

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Lessons learned1

Lessons Learned

  • Business champion training early in project – drives decisions about which of the application's features and functionality are best suited for the business.

  • Focusing requirements on “what” vs. “how” - ensures that the desired business processes are met and not dictated by the software

  • Prioritize requirements – eliminates “nice-to-haves”, which consume valuable time and resources

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Lessons learned2

Lessons Learned

  • Conduct a project kick-of meeting - helps all core team members understand their role in the process

  • Define contracting processes early - contracting is not as structured as other processes

  • Define all contract types that are used - enables quality contract templates to be built

  • Users prefer document management to be “MS Word – Like” - have a plan to support this need. Ensure you understand the direction of your vendor regarding document editing and management

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


Lessons learned3

Lessons Learned

  • Define who reviews and who approves your contracts - sometimes this isn't as obvious as everyone might think

  • Include your legal department with you contracting team - ensures everyone agrees on contract templates and how they will be managed

  • Change management - plan for significant training and support for those affected

NCMA 5th Annual Commercial Contract Management Conference

Make the Connection: Your Customers, Suppliers, and Partners


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