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Inspection Program Materials Management

Inspection Program Materials Management. Naval Medical Inspector General. LCDR Johnny Ramos Navy Medicine Professional Development Center. Overview. Reference: BUMEDINST 5040.2C Critical Elements: Materials Management Operations Government Purchase Card Program Contract Acquisition

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Inspection Program Materials Management

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  1. Inspection ProgramMaterials Management Naval Medical Inspector General LCDR Johnny Ramos Navy Medicine Professional Development Center

  2. Overview Reference: BUMEDINST 5040.2C Critical Elements: Materials Management Operations Government Purchase Card Program Contract Acquisition Equipment Management Equipment Maintenance Ethics and Standards of Conduct - for Government Employees

  3. Materials Management Operations • Operations • Due-In Metrics • Warehouse • Prime Vendor • DSCPMedical Orders * • Electronic Catalog * Defense Supply Center Philadelphia

  4. Materials Management: Operations • Delegation of Authority • Appointment Letter • Assumption of Duties • Findings • Status of Corrective Actions • Current Fiscal Year Guidance • NMLC Web Site * * Naval Medical Logistics Command

  5. Materials Management: Operations (cont.) • Authorized Logistics Systems • Defense Medical Logistics Support System (DMLSS) • Standard Procurement System (SPS) • Customer Surveys • Hardcopy • Electronic

  6. Materials Management Operations: Due-In Metrics • Electronic Catalog • 15 Days • Prime Vendor • 7 Days • Milstrip • 20 Days • Purchase Card • 30 Days Note: Exceptions Apply for OCONUS Activities

  7. Materials Management Operations: Warehouse • Medical/Surgical Supplies • Clinic Storage Only • Reasonable Quantities • Purchase Card Items • Just in Time Only • Not Permitted • Prepositions • Pandemics • Disasters

  8. Materials Management Operations: Warehouse (cont’d) • Temperature Controlled Areas • Vaccines • Other Pharmaceuticals • Organization and Cleanliness • Archived Records • Furniture Storage • Safety and Security • Equipment Certifications • Personal Protective Wear • Restricted Access, Locks, Alarms

  9. Materials Management Operations: Prime Vendor • Pharmacy National Contract • Yes • Guaranteed Returns Program • Yes • Pharmacy Local Contract (Back-up) • Yes

  10. Materials Management Operations: DSCP Orders • Military Specific Items • Vaccines (i.e., influenza) • * Defense Supply Center Philadelphia

  11. Materials Management Operations: ECAT • Web Orders • Allowed • DMLSS Orders * • Preferred * Defense Medical Logistics Support System

  12. Government Purchase Card Program (GPCP) • Delegation of Authority • Management Controls • Management Reviews • Card Usage

  13. GPCP: Delegation of Authority • Agency Program Coordinator (APC) • Appointment Letter • OGE Form 450 • Annual Ethics Training • Initial and Biennial Refresher GPCP Training • Approving Official (AO) • Appointment Letter • DD Form 577 (i.e., Certifying Officer) • OGE Form 450 • Annual Ethics Training • Initial and Biennial Refresher GPCP Training

  14. GPCP: Delegation of Authority (cont’d) • Card Holder • Appointment Letter (i.e., Accountable Official) • OGE Form 450 • Annual Ethics Training • Initial and Biennial Refresher GPCP Training • Head of Activity • Initial and Biennial Refresher GPCP Training

  15. GPCP: Management Controls • Span of Control • APC: No more than 300 Cardholders per APC • AO: No more than 7 Cardholders per AO • Internal Operating Procedures (IOP) • Designation of Responsible Personnel • Purchase Request and Funding Approval Processes • Screening and Documentation Requirements • Solicitation and Award Procedures • Receipt and Acceptance Procedures • Restricted Purchases • Card Reconciliation, Certification and Dispute Procedures • Separation of Duties

  16. GPCP: Management Reviews • Semi-Annual Reviews • Conducted by the APC • Overall Program Review • Documentation of Findings and Resolutions • Monthly Reviews • Conducted by the AO • Cardholder Statement Review • Part of Certification Process • Detailed Verification of Purchases Made • Use of FIP SOP

  17. GPCP: Card Usage • Purchase Log • Electronic or Manual • Date Item/Service Ordered • Merchant Name • Dollar Amount • Description of Item/Service • Date of Receipt • Name of Individual Receiving Item/Service

  18. GPCP: Card Usage (continued) • Sources • Mandatory Government Screening • Rotating Amongst Other Sources • Limit • Up to $3,000 • If > $3,000  DD Form 1556, DD Form 282, DD Form 1155 BPA, DO, BOA * • Convenience Checks • “NO!” * Blanket Purchase Order, Delivery Order, Basic Order Agreement

  19. Equipment Management • Delegation of Authority • Operations • Management Control Reports • Documentation • Equipment Program Review Committee (EPRC) • Environment of Care (EOC) Plan

  20. Equipment Management: Delegation of Authority • Personal Property Manager • Appointment Letter • DMLSS Training • Responsible Officers (Custodians) • Appointment Letter • Position Description • Department Oversight • Head of Activity • Turnover Report

  21. Equipment Management: Operations • Equipment Receipt • Recorded in DMLSS within 7 days • Inspected by Biomedical Repair • Missing, Lost and Stolen Items • DD Form 200 • Signed by the Commanding Officer (CO) • Excess and Obsolete Items • DD Form 1348-1A • DRMO Date Stamped * Defense Reutilization and Management Office

  22. Equipment Management: Management Control • Equipment Management IOP • Specific Job Functions • Internal Procedures • DMLSS Reports • Financial Improvement Plan (FIP) SOP

  23. Equipment Management: Documentation • Accuracy and Completeness • Procurement Documents and Receipts • Acquisition Codes • Bar Codes • Serial Numbers • Locations • Inventories (Triennial, Change of Command, Directed by CO)

  24. Equipment Management: EPRC • Representation • Chairperson • Directors • Officers in Charge • Meetings • Bi-annually (at least) • Quarterly preferred

  25. Equipment Management: EPRC (cont’d) • Prioritized Listings • Operations & Maintenance (O&M) • Other Procurement (OP) • Leased Equipment • Lease Determination Worksheet

  26. Equipment Management: Environment of Care • EOC Plan • Reviewed Annually • Medical Equipment Management Plan (MEMP) • Resource Sharing for Emergencies • Biomedical Repair Processes • Acceptance Testing • Preventive Maintenance and Repair • User Error Tracking • Medical Device Hazard Reporting • Safety Recalls • Unable to Locate Items • Test Equipment Calibration Certifications

  27. Equipment Management: Environment of Care (cont.) • References • Equipment Manual, P-5132 • Healthcare Facilities Manual, NFPA-99 • Comprehensive Accreditation Manual for Hospitals • Joint Commission Guidance

  28. Contract Acquisition • Purchasing Management • Contracting Officer Representative (COR) • Alternate COR • Professional Affairs Coordinator (PAC) • Healthcare Workers

  29. Contract Acquisition: Purchasing Management • Operations • Adequate Market Research • Sole Source Justifications • At least 3 Sources Considered on the Schedule • Contract Awards include DFAR Clause 252.232.7003 (Electronic Submission of Payment Requests) • Wide Area Work Flow (WAWF) Usage • Forward Funded Contracts (Bona Fide Need in Fiscal Year of Obligation)

  30. Contract Acquisition: Purchasing Management (cont.) • Operations (continued) • Customer Communication • Telephone • E-mail • Web Page • Newsletters • Staff Briefings • Work Space Visits

  31. Contract Acquisition: COR • Delegation of Authority • Nomination Letter from CO • Appointment Letter from Contracting Officer (“KO”) • Warrants • Authorized Limits • Signed by the CO • Training • DAWIA Level I or II ~ • NMLC COR Course * Contracting Officer’s Representative ~ Defense Acquisition Workforce Improvement Act (DAWIA)

  32. Contract Acquisition: COR (cont.) • Contract Surveillance • Contract with All Modifications • Contract Administration Plan • Incentive or Award Plan • Invoice Verification • Supervisor or Timekeeper Communications • Billable Hour Tracking • Unbillable Hour Recoupment

  33. Contract Acquisition: COR (cont.) • Contractor Interface • Requirement of the Contract • Regularly Scheduled Meetings • Documented Minutes • Contract Discrepancy Report

  34. Contract Acquisition: Alternate COR • Same Requirements as COR • Delegation of Authority • Nomination Letter from CO • Appointment Letter from Contracting Officer (“KO”) • Warrants • Authorized Limits • Signed by the CO • Training • DAWIA Level I or II • NMLC COR Course

  35. Contract Acquisition:Professional Affairs Coordinator • Credentialing Packages • Are Credentialing Packages received on time • Does the COR review Credentialing Packages before forwarding to the PAC • What actions does the COR take when incomplete Credentialing Packages are received

  36. Contract Acquisition:Healthcare Workers • Requirements for Employment • Physical Examinations • Criminal Background Investigations • Basic Life Support Certifications • Professional Licenses and Credentials • Command Orientation

  37. Questions ?

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