Value Analysis/Product Approval/Standards Committee

(VAPASC)

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:

• Administration
• Materials Management
• Purchasing
• Nursing
• Medical Staff
• Infection Control
• Clinical Engineering
• Staff Training & Development
• Information Technology

Membership and Structure:

·         Optimally seven (7) regular members

·         Chairperson (University Director for Materials Management),
First Vice-Chairperson (UCHC Value Analysis Manager),
Second Vice-Chairperson for Communications (Clinical Staff Training & Development Employee)

·         Team Leaders (Departmental Members)

·         Clinical & Research Resources

·         Resource Officer (Recording/Communications)

·         Performance/Score Card Monitor - VAT Dashboard

Representation Suggested:

 

Resource Pool for Regular/ADHOC Membership:

 

• OR/Periop Director or Representative
• Anesthesia Representative
• Finance
• Reimbursement
• Director of Clinical Operations or Designee
• Nursing AVP or Designee
• Clinical Ancillary/UMG Representative(s)
• Materials Management Representative(s)
  • University Director of Materials Management or Designee
  • Materials Finance/Business Manager (Assistant Director)
  • Resource & Value Analysis Materials Manager
  • Perioperative Materials Management Supervisor
  • UCHC Materials Logistics Supervisor & Projects Manager
  • Novation Representative - by Request
  • Prime Vendor Representative(s) - by Request
• Purchasing and Contract Services
  • Assistant Director of Purchasing and/or Designee
  • Contract Manager or Medical Buyer
• 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 Manager 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 UCHC/Hospital/Clinical Management

Performance of Duties and Procedures:

• The Materials Product Request Form is to be submitted four (4) weeks prior to the VAPASC 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 VAPASC 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 VAPASC for approval.  A complete cost benefit analysis will be required.
• After approval is granted by the VAPASC, 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 VAPASC review.  In this case, the orders must be approved by the unit's department head or the appropriate UCHC/Hospital Director/AVP. If the product will be used again, then it will need to go through the formal review process.

The Role of Materials Management and Purchasing Department:

• Purchasing reviews all contracts for compliance.
• Materials Management is the main vendor contact for all Medical/Clinical requests and handles/coordinates negotiations and then forwards information to Purchasing for bid or purchase.
• Materials Management will schedule meetings as needed with the appropriate individuals and the requestor to obtain needed information.
• Materials Management and Purchasing will assist requestor in making sure all information is complete prior to being presented to the VAPASC.

The Role of the VAPASC:

• Agenda packets are prepared by Value Analysis and mailed to committee members.
• A quorum shall be present to transact business (decided by Chairperson).
• Prior to each meeting, physicians from the VAPASC will be assigned, on a rotating basis, to review literature of the proposed product/technologies and if required, lead the VAPASC in open and closed session discussion.
• Requestor will be given 10 - 15 minutes to present their new product/service to the VAPASC 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 VAPASC has the authority to approve new product proposals; however capital equipment purchases must be submitted to the appropriate UCHC/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 VAPASC at this time, the requester may reapply again if substantial new information becomes available.
• The Performance/Score Card Monitor (VAT Dashboard) will assist the VAPASC in monitoring the projected outcome/usage versus actual outcome/usage of approved initiatives on an on-going basis.
• The Resource/Value Analysis Manager will provide a monthly Opportunity Assessment Report of VAPASC 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 VAPASC meetings, unless specifically requested by the VAPASC.
• Materials Management/Purchasing will arrange for contracting/loading products into their respective systems.