GS1 and PEPPOL Adoption. Guidance: Master Data Exchange

Transcription

1 GS1 and PEPPOL Adoption Guidance: Master Data Exchange January 2017

2 Prepared by Commercial Division You may re-use the text of this document (not including logos) free of charge in any format or medium, under the terms of the Open Government Licence. To view this licence, visit Crown copyright 2

3 Revision details This document has been revised since June 2015 to reflect changes to the data attribute requirement as detailed in the Data Dictionary, to recognise the change in the way price data will be exchanged, to replace references to the NHS Product Information Management (PIM) system with the introduction of a master data exchange service, as recommended in the output from the Demonstration of Technology undertaken to show how Global Data Synchronisation can meet the requirements of the NHS, and to acknowledge the exemptions for distributors/wholesalers as detailed in the Supplier Compliance Timeline for Medical Devices and In-Vitro Diagnostic Devices. Contents Document purpose... 4 Introduction... 5 GS1 data synchronisation... 6 Sourcing the product data for the NHS... 9 Supplier product data process Product identification Product data quality Product data attribute requirement Help and guidance

4 Document purpose This document describes the requirement for the electronic transmission of product data to NHS organisations in England. It is a companion document to the Data Dictionary that describes in detail the specific data attribute requirements. The intended audience for this document is for those responsible at the supplier organisation for product master data and information technology provision. New versions of this document may be published in the future as the NHS and the healthcare supply chain data requirements broaden and develop in support of the NHS eprocurement Strategy. 4

5 Introduction The NHS eprocurement strategy was published by the Department of Health in May 2014 and compliance with the strategy by NHS trusts was mandated as a requirement of the NHS Standard Contract. Additionally, the NHS Terms and Conditions for the Supply of Goods and the Provision of Services were amended in January 2017 to include a requirement on suppliers to adhere to compliance timelines published by the Department of Health. The primary purpose and advantage of deploying a GS1 master data management strategy is to improve data accuracy and consistency across multiple IT systems. Price data is currently out of scope for GDSN and should be handled separately, as outlined in the Update document issued by the Department of Health in March This can be found here and describes that price data should be provided in a GS1 format and that suppliers can publish data, at least in the medium term, directly to their customers using a transport method of their choosing. Figure 1: The Master Data Exchange Methodology Key points GS1 compliant master data throughout the supply chain Global Data Synchronisation Network NHS Datapool service Distributed network of catalogue service providers 5

6 GS1 data synchronisation The Global Data Synchronisation Network (GDSN) enables trading partners to globally share trusted product data in an automatic and efficient way to ensure brand integrity. For this to happen, each trading partner needs to join a datapool, certified and tested by GS1, which connects to the GS1 Global Registry, a central directory which keeps track of connections, guarantees the uniqueness of data and ensures compliance with shared data standards. Figure 2: The GS1 data synchronisation process Suppliers of product to all the organisations that provide NHS services must manage product data as a single source of truth, so that the data can be synchronised electronically using GDSN as a single point of connection without being re-entered manually. The interaction between these organisations and the supplier relating to the synchronisation of product data will be conducted using master data exchange services, so that the quality control is managed centrally and the synchronisation processes are consistent. 6

7 The once only development of a common set of compliant interfaces with the application systems at the NHS organisations will be managed centrally using the NHS Datapool service. Each brand-owner registers its products and the associated packaging hierarchy sold into the NHS. The NHS uses the GDS subscription methodology to subscribe to the registered products that are routinely procured, so that the product information can be synchronised with the local systems and subsequent updates are received automatically into their catalogue system, from the supplier as changes occur. All product data validation and recipient confirmations communicated to suppliers through the GDSN will originate from the NHS Datapool service using consistent operating procedures; so that the continuity and consistency of process is maintained across the entire set of organisations that provide NHS services. The implementation of the GDSN is not just a technology project it is a business process change. GDS makes it possible for consistent reliable data to form the basis of effective business transactions and drive out costs from the supply chain. The key benefit of GDS is that it promotes the synchronisation of high quality product data. It ensures that: product data is updated and consistent between trading partners data is validated against standards and business rules to help ensure its accuracy trading partners have a single point of entry reducing the cost of using multiple vendors the uniqueness of items, such as products, cases, pallets etc., is guaranteed through the GS1 Global Registry 7

8 This ultimately leads to significant business benefits. Trading partners can work in a standardised way and thereby reduce duplicate systems and processes Reduced costs through the removal of inefficiencies and exceptions Improved collaboration between trading partners Specific benefits to suppliers to the NHS are A single data source for product information available to all NHS organisations The same data source for product information provides data to meet the growing need of regulations notably the population of the Global Unique Data Identification Database Reduced transaction costs due to fewer price based invoice queries and reduced supply chain disputes by provision of accurate and timely order, delivery and invoice information Greater efficiency and visibility of product throughout the supply chain reducing wastage, lowering the costs of product recall and enabling compliance with the Falsified Medicines Directive and the forthcoming European traceability legislation Reduced data management costs associated with rekeying, poor transcription, maintenance and cleansing and synchronising with supply partners for product catalogues and location identification Saving in time and increased efficiency and reliability in production, storage, picking, shipping and reporting through the use of barcode scanning 8

9 Sourcing the product data for the NHS The healthcare supply chain can be complex with multiple trading partners involved. Before a product reaches the NHS all parties within the healthcare supply chain are required to be identified by a Global Location Number (GLN). Guidance on creating your organisation s internal and external GLNs can be found at The following scenarios outline the complexity and provide a reference in the product data requirement for sourcing specific data. 9

10 Scenario 1: The manufacturer is the brand owner and contracted supplier of goods and services to an NHS buying organisation In the scenario illustrated in figure 3, the manufacturer is the information provider of both the item and the agreed invoice price to an NHS buying organisation. The manufacturer is responsible for sharing the item information, the packaging label and the allocation of the GTIN (Global Trade Identification Number) in accordance with the eprocurement Strategy, as illustrated in figure 3. Figure 3: Information Provider Scenario 1 10

11 Scenario 2: The wholesaler is the brand owner and contracted supplier of goods and services to an NHS buying organisation. In the scenario illustrated in figure 4, the wholesaler is the information provider of both the trade item and the agreed invoice price to an NHS buying organisation. The wholesaler is responsible for sharing the item information, the packaging label and the allocation of the GTIN of their own brand products in accordance with the eprocurement strategy, as illustrated in figure 4. Figure 4: Information Provider Scenario 2 11

12 Supplier product data process The supplier completes the pre-requisites for the product data process in terms of joining a GS1 organisation ( and joining a GS1 Certified datapool provider: Using the information provided in the Data Dictionary then allocate organisational GLNs identify the products that you supply to the NHS allocate GTINs to products at all packaging hierarchy levels collate and validate the required data listed in this document The supplier should register themselves in the GDSN using their Information Provider GLN and then load their product data to their GS1 certified datapool. (Refer to your GS1 certified datapool provider for information on how to make this basic party registration and load product data). The supplier will be requested to provide the GTINs of the products they supply to each of the NHS buying organisations. The NHS organisation will use these GTINs in their product alignment process. The supplier will publish the product data in response to the NHS subscription. The NHS organisation will receive the initial load of the product data via the master data exchange service and thereafter an automated feed of any updates made to that product data. Note that the NHS subscription will be made on the Primary GTIN i.e. the orderable levels of the product packaging hierarchy e.g. a case of products. The publication must correspond to that same product packaging hierarchy level GTIN for all lower level product GTINs to be communicated and synchronised. The supplier will correct and change any product data, as required, in response to the NHS organisation s recipient confirmation message. Data changes made by the 12

13 supplier to a product or its product packaging hierarchy that has already been published will automatically send the complete product data records containing the changes i.e. a replace. The NHS organisation will use a cascading, approvals workflow, to manage the introduction of new products within their catalogue system, so that the accuracy and integrity of the product data is controlled. The supplier publishes new or discontinued products using the appropriate status codes to the target NHS organisation. The GTIN information received is used to confirm the product has been received with approval and procurement authorisation. 13

14 Product identification All products and their packaging hierarchy are required to be identified by a GTIN as described in s.pdf The manufacturer brand owner allocates the Global Trade Item Number (GTIN) to their product. One GTIN is applied to the same unique product even if the product is manufactured at multiple plants under the same responsible manufacturer /brand owner. Products within the healthcare supply chain often come in packages. The product issue unit (for the patient) may be different to the sale unit (from the supplier to the NHS organisation). The individual unit will have a Global Trade Item Number (GTIN). A box or package of these products will have a different GTIN. The relationship between these GTIN codes is called the packaging hierarchy. Base, Inner, Case and Pallet are generic terms which define the packaging hierarchy levels. Each level of the hierarchy will have a separate record of data linked by stating the next lower level GTIN i.e. what s inside the package, and how many there are. This hierarchy structure allows the supplier to express invoice, despatch and issue unit to the NHS organisation. Figure 5 14

15 If there is only one product packaging level used as a unit of use as well as for ordering, despatch and invoicing then only one GTIN product packaging hierarchy is required to be coded at the base level. It should be noted that if base package level contains multiple items that are used individually as the unit of use at the point of patient care and they cannot be individually identified by a GTIN (and physical barcode) e.g. pair of surgical gloves, these will be considered later for inclusion in the Data Dictionary using component level attributes. Product description The primary identification of a product is the GTIN. Whilst the GTIN is readily used by a computer process textual product descriptions are required for human interpretation and readability. Suppliers will complete all the discreet description data attributes e.g. Brand, Sub- Brand, Functional Name, Variant, Quantities, etc. Details of which are laid out in the Data Dictionary which can be found here. The Data Dictionary is in excel spreadsheet format and describes the attributes in detail; it defines which are mandatory, it provides example data, default data, any relevant code lists etc. There are 61 data attributes in total, 23 mandatory, 27 optional and 11 conditional mandatory. The population of conditional mandatory attributes is dependent on whether data has been populated for a related attribute, in other words, these attributes are required when a particular condition is in play. These data attributes will provide the components for the construction of the required descriptions for the NHS organisation systems in a consistent way. It is vital that the supplier provides consistent and common content for the NHS to apply common processes for successful application. 15

16 Product data quality The NHS requires the supplier to provide consistent and accurate product data. The quality of product data is vital for both the supplier and the NHS. To achieve consistent and accurate product data suppliers should implement governance within their organisation as they determine the source and management of the NHS data requirement to ensure the product data provided continuously meets a high standard. GS1 certified datapools apply the standard GDS product data attribute validations to supplier product data. ( for the current data validations). 16

17 Product data attribute requirement The NHS product data requirement are laid out in the Data Dictionary. They are organised into sections GS1 Keys These data attributes are mandatory for all product data in the GS1 GDSN NHS generic product data This set of data attributes is required by the NHS for all product data regardless of product category NHS category specific product data This set of data attributes is required by the NHS for specific product categories e.g. medical devices for o Patient Traceability product data o Patient Safety product data All data attributes are required to be populated with a value unless otherwise stated and must all be present before publication through GDSN to the NHS. Some data attributes and data attribute groups are repeatable to allow multiple values for the product. Many data attributes use codes to convey information. All codes to be used are to be taken from the GS1 Standard code lists. Some GS1 Standard code lists are restricted by the NHS as indicated. Values for the same data attribute at different levels of the product packaging hierarchy may differ. 17

18 Help and guidance Note that some of the references on the GS1 UK website are only available to GS1 UK members. Please contact the GS1 service team on if you need access. Name NHS eprocureme nt strategy GS1 UK GDSN GS1 GDSN Certified Datapools GTIN Allocation Rules for Healthcare GLN in Healthcare Implementat ion Guide GDSN Trade Item Implementat ion Guide GDSN Valuations Link tion_guide.pdf 18