INVENTORY AND PURCHASING

Transcription

1 INVENTORY AND PURCHASING User Guide Version 1.0 8/12/2015 TABLE OF CONTENTS ABOUT THIS DOCUMENT... 1 INVENTORY AND PURCHASING OVERVIEW... 2 ROCK-POND REPORTS DIVE IN... 2 REPORT CODE DEFINITIONS...2 WHAT CHANGES HAVE BEEN MADE TO MY INVENTORY & BY WHOM?...2 WHAT ITEMS WERE ADDED?...2 HOW MUCH INVENTORY SHOULD I KEEP ON HAND?...3 WHAT IS MY CURRENT INVENTORY?...3 WHY HAVE MY INVENTORY LEVELS CHANGED?...4 CPR+ ANALYTICS CUBES ANALYZE... 4 CUBE INVENTORY CUBE...4 Global Layout AWP and ASP Audit for Drugs...4 Global Layout On Hand Audit...5 CUBE PURCHASE ORDERS CUBE...5 Global Layout PO Trending by Inventory Item...5 Global Layout Quantity Ordered vs. Quantity Received...5 ABOUT THIS DOCUMENT This User Guide will get you started with the reports, dashboards and cubes that are a part of the Inventory and Purchasing Solution. Rock-Pond groups all of its business intelligence content (reports, dashboards and cubes) into one of 8 solutions. We recommend a 3 step approach, DIVE IN, MANAGE AND ANALYZE to understand what is available and begin using Rock-Pond products effectively. 1. DIVE IN to the reports there are many reports in the billing solution, grouped into report groups and a catch all report group called other. This document will go through the most commonly used reports in the business solution. Once you understand and master these you will be able to go through the other report groups to find what you need. 2. Review the dashboards to understand how they will help you MANAGE your business. Dashboards provide a high level view of metrics that give you access to critical information at a glance. This document will provide an overview of each metric on the dashboard, why it is there and how you can use it. 3. Review the data groups and global views available in the cubes to help you ANALYZE information at a deeper level. 4. Finally, Appendix A and B to have an understanding of all Solutions and how Rock-Pond can assist you further. Inventory_and_Purchasing-User_guide.docx Page 1 of 5

2 INVENTORY AND PURCHASING OVERVIEW Because inventory is so directly correlated with cash flow, it is truly the foundation of your business. Effective inventory management is as challenging as it is critical; however, when given access to the right INFORMATION, managing this area of your business is much simpler. The keys to effectively managing your inventory are to have a good handle on your usage, be able to forecast your needs and plan accordingly, and be resourceful in resolving challenges and taking advantage of opportunities. The Inventory & Purchasing Solution will allow you to do just that! ROCK-POND REPORTS DIVE IN REPORT CODE DEFINITIONS All reports have the same code but depending on what version of CPR+ you are on (Line Item Financials or Legacy) will depend on the prefix. Legacy will start with!c2_ and Line Item Financials will start with!c3_. Please make note of the system you are on to find the correct report. WHAT CHANGES HAVE BEEN MADE TO MY INVENTORY & BY WHOM? 1206A INVENTORY CHANGE REPORT Accurate inventory visibility is crucial to minimizing billing errors and capturing revenue. Because of this, it is important to audit changes made to your inventory files to ensure that someone didn t make an error that could cost you money. The Inventory Change report is a powerful auditing tool to see what items were changed for a date range, when these changes were made, what they were changed from to, and who changed them. Monitor changes to your inventory by doing this: Run report 1206A for the past week. Use the information provided in the toggle tree to the left of your report to see a list of every item that was changed for that period of time. Locate a drug or supply item that you are familiar with and click on it to navigate to that item on the report. Audit the changes made to the item to see if they are correct. Scroll through other inventory items to identify any errors. If you spotted any errors that were made to the inventory files, you may want to know how many other changes that user made in order to audit those files for mistakes. Navigate to the last page of the report and you will find a table that shows the total number of changes each user made. To see a detailed look at all of the changes made by that user, run 1206B which groups this information by user. The last page of the 1206A report also shows a summary of the number of changes made by field. To focus on only the core inventory fields that have been changed, run 1206 for the date range of your choice. This report provides the same powerful information as the report mentioned above, except it only shows changes that were made in the following fields: cost, AWP, AWP each, list price, NDC, description, supplier, strength, dispensing unit, dispensing unit/each, and quantity. In order to validate this report, you have to go in individual items and right click on the inventory item name. Then show history to see what was changed to the item, when it was changed, and by who. WHAT ITEMS WERE ADDED? 1206C NEW INVENTORY ITEMS ADDED FOR {} THROUGH {} In addition to monitoring existing inventory items that were changed, you should audit new items added to your system to make sure all of the INFORMATION is accurate and to ultimately prevent billing errors. Our New Inventory_and_Purchasing-User_guide.docx Page 2 of 5

3 Inventory report shows the new items added for a date range, who added it, when it was added, and what sites it was assigned to. Let s quickly see what items you have added by following these steps: Run 1206C for the past month and choose an item on the list that was recently added. Notice that the report is grouped by the week it was added to your system. With your Rock-Pond Report on one computer monitor and CPR+ on the other, bring up one of the items in your CPR+ system and make sure that all of the information for that item is complete and accurate. Once you verify the INFORMATION for that item, move forward to the next item on the list. Establish a process to audit this area on a continual basis. We recommend running this report weekly to review the items added for fallacies. To validate the report, please run the Inventory Quantity Change report in CPR+. Note the items with blank beginning quantity and those should be your new added items for the reporting period. HOW MUCH INVENTORY SHOULD I KEEP ON HAND? 1247Z FINAL AMOUNT DISPENSED BY DRUG REPORT Equally as important as auditing your inventory DATA is analyzing it in order to forecast the amounts that you should keep on hand. The right quantities will allow you to sustain growth in your business, as well as, eliminate overstocking and unnecessary costs associated with holding inventory. With our Final Amount Dispensed report, you can quickly see what was dispensed and how much was dispensed for any given date range. Try this: Look at your year-to-date dispenses by launching report 1247Z and entering 1/1/20XX as the beginning dispense date and today s date as the ending date. Keep the default option of YES to see a monthly breakdown and run the report. Notice on the navy blue line that it shows the total cost for dispenses made this year. On the light blue line, you will see the total quantity, units, and cost for each item dispensed. Below that it breaks down the information further to show the totals for each month. To see a cost summary of what was dispensed by therapy, navigate to the last page of the report. Locate a drug item on the report, such as Vancomycin, that you order regularly. You can use this information to calculate the amount you should keep on hand based on trends from previous months. You may also want to look at the amount that was dispensed for a specific month last year in order to forecast for this year. Simply change the date range in your parameters to include information from last year. You might also want to see a total of how much was dispensed last month or for the last quarter to monitor new orders without breaking it down by month. To do this, enter the date range of your choice, select NO to not see a monthly breakdown, and rerun the report. To validate the report, run the Prescription Dispense report for different periods and export to Excel to create a trending report. You can also use the Dispense Cube in CPR+ Analytics to build a Dispense Trending layout. WHAT IS MY CURRENT INVENTORY? 1210Z PHYSICAL INVENTORY REPORT How are you currently monitoring the inventory you have on hand? To truly know your physical inventory, it is important to perform a blind inventory to make sure that your team isn t solely relying on the inventory numbers produced in your system. Furthermore, you should know which items on your shelves are inactive so you can get rid of them and reduce unnecessary costs for holding them. Our Physical Inventory report shows current Inventory_and_Purchasing-User_guide.docx Page 3 of 5

4 inventory by item within location and includes an area for you to write down the actual inventory that is on hand. Look at your physical inventory in several different ways, by following these steps: Run 1210Z for your site. Choose to show ITEMS WITH SHELF LOCATION IDENTIFIED ONLY for ALL ITEMS (active and inactive) and include ALL ITEMS regardless of quantity. Select SHOW QUANTITIES in order to see what your system currently shows you have on hand. Notice that it shows what the items are, their NDCs, part numbers, whether they are inactive, and the quantity on hand. Now rerun the report and change the parameters to HIDE QUANTITIES. The report can now be printed and you can use it do a blind inventory of what is on hand. Once you do the count, compare it to the information shown when you did include quantities. If you want to monitor inventory that isn t being used, run the report for ALL SHELF LOCATIONS for INACTIVE ITEMS ONLY. Establish a plan to move these items in order to eliminate unnecessary costs. Run the report one more time for ALL SHELF LOCATIONS, ACTIVE DRUGS ONLY, and INCLUDE ITEMS WITH A ZERO QUANTITY ONLY. This will show you any items that are currently active that you are out of stock. To validate this report, check item by item for their information such as system quantity, NDC, Part #, and the lot number. You can also use the Physical Inventory in CPR+ Inventory reports to validate the Rock-Pond report. WHY HAVE MY INVENTORY LEVELS CHANGED? 1207 INVENTORY QUANTITY CHANGES BY REASON REPORT If there have been inventory quantity changes for any reason other than it going out the door to a patient, you need to know why to identify any issues and prevent losing money down the road. Our Inventory Quantity Changes by Reason report gives you a summary or detailed look into why inventory levels have been changed. To see if you have any issues, run the report like this. Using last month as your date range, view your quantity changes as a SUMMARY BY REASON ONLY. Once the report has run, you will be able to see a summary of how much each type of cost you. Notice each of the reasons included on the report and any negative amounts associated with them. If you had to change the quantities of items due to something like EXPIRED LOTS, you might want to monitor that closer down the road. Or if you notice a problem with items getting broken on delivery, you may want to package them better or have a discussion with your drivers. For a detailed look at the exact items that were changed, rerun the report and change the parameters to INCLUDE DETAILED TRANSACTIONS. This will show you the exact items that were changed for each reason. To validate this report, launch the Inventory Quantity Changes report in CPR+ and run by reason code. CPR+ ANALYTICS CUBES ANALYZE CUBE INVENTORY CUBE One of the main keys to manage your inventory is to audit what you have and make sure that your physical inventory is what it says in CPR+. The inventory cube helps you do just that. GLOBAL LAYOUT AWP AND ASP AUDIT FOR DRUGS The layout [Rock-Pond] AWP and ASP Audit for Drugs was made global for all users. This layout provides you a tool to audit your drug inventory by including key indicators such as price code, HCPC, DEA, AWP, ASP and Inventory_and_Purchasing-User_guide.docx Page 4 of 5

5 Quantity on hand. Discover the layout in the drop down menu and use it as a starting point to customize your own. Filter Area: Inventory Inactive (Y/N) (No), Inventory Part Type (D) Row Area: Inventory Site Name, Inventory Price Code, Inventory Default HCPC, Inventory Item Name, Inventory DEA, Inventory AWP Each, Inventory ASP Price, Inventory Quantity on Hand. GLOBAL LAYOUT ON HAND AUDIT The layout [Rock-Pond] On Hand Audit was made global for all users. This layout provides you with a tool to audit your inventory count by listing out what it has in the system and the shelf location of each item. That way, you can then compare this with your physical count and adjust the system accordingly. Discover the layout in the drop down menu and use it as a starting point to customize your own. In order to build this layout you need to follow these steps: Filter Area: Inventory Inactive (Y/N) (No) Row Area: Inventory Site Name, Inventory Shelf Location, Inventory Item Name, Inventory Quantity on Hand, and Inventory Cost. CUBE PURCHASE ORDERS CUBE Purchase orders in CPR+ make receiving inventory much less of a manual process and makes the ordering process much simpler. Providers often need to analyze purchase orders further than the capabilities of CPR+ to uncover information such as quantities ordered versus quantities received, all products ordered by a specific vendor or how much of a specific product was bought from multiple vendors, and more. GLOBAL LAYOUT PO TRENDING BY INVENTORY ITEM The layout [Rock-Pond] PO Trending by Inventory Item was made global for all users. The layout gives you visibility of your purchase order throughout the period and can be easily customized to show annual or seasonal trending. Discover the layout in the drop down menu and use it as a starting point to customize your own. Row Area: Site Name, Inventory Item, Purchase Order Supplier, PO Ordered (Year) Column Area: PO Ordered (Month) Data Area: Inventory Item Extended Cost GLOBAL LAYOUT QUANTITY ORDERED VS. QUANTITY RECEIVED The layout [Rock-Pond] Quantity Ordered vs. Quantity Received was made global for all users. This layout acts as an audit tool for you to determine whether you receive the same amount as ordered and take actions as needed to prevent extra cost. Discover the layout in the drop down menu and use it as a starting point to customize your own. Row Area: Site Name, PO Received Date, Purchase Order Number, Inventory Item, Inventory Quantity Ordered, Inventory Quantity Received Data Area: Inventory Item Extended Cost Inventory_and_Purchasing-User_guide.docx Page 5 of 5