The mission of this committee is to bring a diverse perspective from our various Hospital and Clinical departments and challenge current practices, promote innovative solutions and to advance John Dempsey Hospital to the next generation of Supply Chain optimization and savings, while reducing committee membership redundancy. Working together we will tap into our collective power and experience. 

Departmental Representation:

• JDH-UMG Administration
• Materials & Supply Chain Management (OLM)
• Purchasing
• Nursing
• Medical Staff
• Infection Control
• Clinical Engineering
• Staff Training & Development
• Information Technology
• Facilities Management

Membership and Structure:

·         Optimally seven (7) regular members

         Permanent Members/Officers:  Materials & Supply Chain Management (OLM) & Procurement

·         VAP Champions:  SSCEC - COO of Clinical Operations, CPRC - COO of Nursing

·         Chairperson (Director, Physician or Manager),
First Vice-Chairperson (Director, Physician, Nurse Administrator or Manager),
Second Vice-Chairperson for Communications (Clinical Staff Training & Development Employee)

·         Officers/Team Leaders (Key Decision Makers in a Department)

·         Clinical & Research Resources

·         OLM Resource Manager (Recording/Communications/Facilitator)

·         Performance/Score Card Monitor - VAT Dashboard

Representation Suggested:

 

Resource Pool for Regular/ADHOC Membership:

 

• OR/Periop Director or Representative
• Anesthesia Representative
• Finance
• Reimbursement
• COO of Clinical Operations or Designee
• COO of Nursing or Designee
• Clinical Ancillary/UMG Representative(s)
• Materials & Supply Chain Management Representative(s) - As appointed by the University Director for OLM
  • University Director of Logistics Management or Designee
  • Materials Finance/Business Manager (Assistant Director)
  • OLM Resource Manager
  • Perioperative Logistics Management Supervisor
  • OLM Logistics Supervisor
  • UCH Contracted GPO Representatives - by Request
  • UCH Contracted Prime Vendor Representative(s) - by Request
• Purchasing and Contract Services Representatives - As appointed by the Assistant Directors of Purchasing and Contracts
  • Assistant Director of Purchasing and/or Designee
  • Assistant Director of Contracts
  • Contract Specialists or Medical Buyers
  • Vendors - by Request
• Facilities Management
• Medical Staff (assigned by hospital/clinical management)
• Surgical Services
• Infection Control
• Clinical Engineering Director/Manager/Technology Assessment Manager
• Staff Training & Development

Scheduled Meetings:

• Regular Monthly
• As Needed ADHOC (Called by Value Analysis Program Facilitator or Committee Chairperson)

Duties and Responsibilities:

• Evaluation and Approval of Existing/Requested Products
• Evaluation and Approval of New/Improved Technologies
• Product Sourcing Enhancements - (ERP, Electronic Systems)
• Communicate Changes in Product and Services
• Product Standardization
  • Promote intra-departmental knowledge and understanding with regard to product standardization (solving similar issues, "reinventing the wheel" resolutions, etc.)
  • Reduced expense in education, training, utilization, products, pricing, etc.
• Monitor and Benchmark progress
• Communicate all findings/request approvals and/or prepare reports to appropriate UCH/Hospital/Clinical Management

Performance of Duties and Procedures:

• The Materials Product Request Form is to be submitted four (4) weeks prior to the VAP Committee meeting.
• Actual evaluations are at the expense of the vendor/manufacturer/supplier.  After the full process is completed (financial analysis, Clinical assessment, trials, etc.) the results/findings will be presented to the appropriate VAP committee for review/approval.
  • In the event that the vendor/manufacturer/supplier will not incur the costs of the evaluation/trial, the requesting department must submit the Materials Product Request Form to the appropriate VAP committee for approval.  A complete cost benefit analysis will be required.
• After approval is granted by the VAP, the requesting department will forward the approved (signed) Materials Product Request Form to the Purchasing Department for further processing.
• There will be isolated times that a new product is needed in an Emergency or stat situation, prior to VAP review.  In this case, the orders must be approved by the unit's department head or the appropriate UCH/Hospital Director/COOP. If the product will be used again, then it will need to go through the formal review process.

The Role of Logistics Management and Purchasing Department:

• Logistics Management is the main contact for all Hospital Clinical Supply Chain & Inventory Needs.
• OLM will utilize our GPOs for benchmarking associated costs of goods or services. Other approved consulting resources are also used.
• Logistics Management will schedule meetings as needed with the appropriate clinical individuals and the requestor to obtain needed information and costing analytics.
• Logistics Management will assist requestor in making sure all information is complete prior to being presented to Purchasing and the appropriate VAP committee.
• Once the clinical product or service is approved by the appropriate VAP committee, Purchasing will handle the sourcing process, utilizing our GPOs when possible, or Bid process when appropriate. OLM staff, i.e., Director, Assistant Director, Resource Manager, will also participate in negotiations, due to their extensive knowledge of the clinical product and related processes.
• Purchasing is in control of the sourcing process, and reviews all contracts for compliance.

The Role of the VAPASC:

• Agenda packets are prepared by VAP Facilitator and mailed to VAP committee members.
• A quorum shall be present to transact business (decided by Chairperson).
• Prior to each meeting, physicians from the VAP will be assigned, on a rotating basis, to review literature of the proposed product/technologies and if required, lead the VAP in open and closed session discussion.
• Requestor will be given 10 - 15 minutes to present their new product/service to the VAP Committee.
• Initiatives that require capital equipment funding (reusable product greater than $1000 with a life expectancy of more than three years) require a two-step process. The VAP has the authority to approve new product proposals; however capital equipment purchases must be submitted to the appropriate UCH/Hospital Senior Manager for final review/decision and Capital Budget for financial approval.
• In the case where closed discussion/voting is required, the requesters and other invitees, may be asked to leave the room to allow for the formal process to conclude.
• If the new product proposal is denied by the VAP at this time, the requester may reapply again if substantial new information becomes available.
• The Performance/Score Card Monitor (VAT Dashboard) will assist the VAP in monitoring the projected outcome/usage versus actual outcome/usage of approved initiatives on an on-going basis.
• The OLM Resource division will provide a monthly Opportunity Assessment Report of VAP activity for the fiscal year. The report will include cost savings, cost increases and cost avoidance.
• Non-members may be invited to the VAPASC for advisory purposes. This is handled through the Chair or First Vice-Chair.
• No sales representatives are allowed to attend VAP meetings, unless specifically requested by the VAP, and in compliance with current OLM & Purchasing procedures.
• Logistics Management/Purchasing will arrange for contracting/loading products into their respective systems.