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Using the New Product Introduction Management Tool

Colleen Cusick, RN Clinical Product SpecialistJohns Hopkins Health SystemBaltimore, MDDennis OrthmanProject DirectorStrategic Marketplace InitiativeBoston, MA. Faculty. Program Outline. The New Product Introduction Management (NPIM) ToolBackground and developmentStages of the NPIM ToolAdoption of NPIM at The Johns Hopkins HospitalPre-NPIMPost-NPIMBenefits RealizedQuestions/Answers.

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Using the New Product Introduction Management Tool

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    3. Program Outline The New Product Introduction Management (NPIM) Tool Background and development Stages of the NPIM Tool Adoption of NPIM at The Johns Hopkins Hospital Pre-NPIM Post-NPIM Benefits Realized Questions/Answers

    4. Background - NPIM Tool NPIM is a software product created by Strategic Marketplace Initiative (SMI) SMI Background A non-profit corporation of senior-level healthcare supply chain executives SMI Vision: Influence positive change Shape the direction of healthcare supply chain Advance the healthcare marketplace

    5. SMI’s Collaborative Product Introduction Team – May 2006 Armin Cline Covidien Bill Kennett Colleen Cusick, RN Johns Hopkins Cheryl Harelstadt Ginny Borncamp John Corbett Allina Health Keith Kuchta Lisa Kudlacz Kimberly-Clark Brent Johnson Intermountain Chris Jones Georgia Pacific Kirk Kimler Fischer

    6. Background - NPIM Tool SMI’s Initiative Team Goal: To develop a tool that supports: the process management, and collaborative decision making required for the introduction of new, emerging and enhanced products.

    7. Research Identified Lack of management tools Communication “black hole” exists Audit trails maintenance is difficult Product decision processes are often: Tied to organizational culture Unclear to community Paper-based

    8. Early Actions Taken Collaboration with the AHVAP Engaged product introduction and value analysis professional staff Common industry practices and processes researched Vision for a flexible tool developed

    9. Common Process Steps

    10. Tool Development Comprehensive request form created Technology platforms researched Tool features specified: Information required for submission Automatic uploads of requests Request progress tracking capability Automatic e-mail communications Visibility to pipeline to check status Management reports

    11. Tool Development Tool Primary Users: Provider-based VA and product introduction coordinators. Tool Purpose: To provide pipeline visibility, management tracking, and history on each review through the most common stages: Request/Introduction Stage Analysis Stage Requester Pre-Review Stage Committee Review Stage Pilot/Evaluation Stage Decision/Implementation Stage

    12. Testing Beta Testing – The Johns Hopkins Hospital Version II Testing – multiple sites 2007 NPIM Tool Released 1st installation – The Johns Hopkins Hospital 2nd installation – Pinnacle Health 3rd installation – Wellspan 4th installation – Carolinas Health In progress: Duke URMC

    13. New Product Introduction Management Tool

    14. Request Form Distribute e-version Only 9 required fields Collects data on: requester product usage reimbursement supply chain

    15. Loading is Automated

    16. Stage 1 - Introduction Auto populates Accept or reject Distribution list established Move request to any stage Automatic emails are sent when moved to next stage

    17. Stage 2 - Analysis Assign analysis via email Track due dates Record bottom line results Move to any stage Automatic emails are sent when request moves to next stage

    18. Automatic E-mails

    19. Stage 3 – Pre-Review Document requester review process Automatic emails are sent when request moves to next stage

    20. Stage 4 - Committee Record committee(s) process Automatic emails are sent when request moves to next stage

    21. Stage 5 – Pilot/Evaluation Record pilot and trial data: Location Coordinator Dates Outcomes Automatic emails are sent when request moves to next stage

    22. Stage 6 – Decision/Summary Record: Decision data Implementation information Tasks Owner Dates Email final decision status Moves all history to “approved” database

    23. NPIM Reporting Package Multiple reports Reports are date driven Download and save capability into pdf. file or spreadsheet

    24. First User of The NPIM Tool

    25. Product Introduction at The Johns Hopkins Hospital

    26. Clinical Product Specialist Role Co-Chair, JHHS, Clinical Product Value Analysis Committee (CPVAC) New products Defective products In-house recalls Consultant to the Patient Safety Committee Consultant for warehouse, purchasing, storeroom, clinical engineering & clinical units Co-Chair, JHH Green Team Project Manager for Medley Infusion Pump Implementation Disaster Preparedness supply issues

    27. Product Introduction at The Johns Hopkins Hospital Before the NPIM Tool: Manual system Paper forms via mail, fax, in person Frequently incomplete information Staff managed pipeline, tracking, reporting Informal communication process

    28. Product Introduction at The Johns Hopkins Hospital With the NPIM Tool: 54+ new requests processed Defined process flow for the community Easier form for requesters to complete Improved communication with auto emails Increased vendor participation in process Improved tracking of reviews in the CPVAC Enhanced audit trail of decisions

    29. Product Introduction at The Johns Hopkins Hospital Key Steps to Adopting the NPIM Tool Senior management support Involving IT early Orienting supply chain staff Presentations and webinars on Tool Incorporating tool into JHH process Training high volume requesters Engaging supplier community

    30. Product Introduction at The Johns Hopkins Hospital Engaging Supplier Community Communicate/orient key suppliers before requester community engages them Request form can be emailed by requesters to supplier resources to collect information JHH is currently formulating policies re: Sending request form to suppliers Sending notification emails to suppliers

    31. Product Introduction at The Johns Hopkins Hospital Benefits To-Date: Improved visibility of pipeline/workload More robust information on requests Improved community communication Easier access to decision history Reduced recordkeeping Still necessary for supplemental documents Smoother movement through process

    32. Product Introduction at The Johns Hopkins Hospital Continuing Adoption Plans Train additional supply chain staff Purchasing and Value Analysis Analyst Expand request process to mid-volume departments Utilize expanded reporting capability Promote adoption by Surgical Services

    33. SMI’s NPIM Tool - Review Free-ware Request pipeline management tool Tracks and records the process Communicates with automatic emails Both user and requester friendly Improved reporting & follow-up audits Single and Multi – User versions Flexible – your process does not change

    34. SMI’s NPIM Tool How do I obtain the Tool? By Mail: AHRMM Conference attendee registration bags include an SMI request postcard By Web Site: Visit www.smisupplychain.com Submit request

    35. Questions

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