Prospect Crozer-Keystone Health System Oracle Supply Chain ... · 12/11/2019 · Contract...
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Prospect Crozer-Keystone Health System Oracle Supply Chain Services December 11-20, 2019
Transcript of Prospect Crozer-Keystone Health System Oracle Supply Chain ... · 12/11/2019 · Contract...
Prospect Crozer-Keystone Health System Oracle Supply Chain Services
December 11-20, 2019
Purchasing ServicesCrozer-Keystone Health System (CKHS)
Guide to Purchasing Services
Purchasing Services
We are CKHSTogether
We are Prospect Medical CKHS
Purchasing Services
Oracle Supply Chain Management
Oracle Supply Chain Management Oracle Supply Chain Management is a web portal.
Supplies and Services for our Patients from Departments and Employees
One System for Requisitioning to Invoice Matching.
Purchasing Services
What we do
What we do: Purchase products, capital equipment and services
requested by departments, in a time-sensitive framework.
Purchasing is the solely authorized agent to act as purchaser for CKHS.
Purchasing purchases at designation of Management Team Members whose budgeted funds are encumbered by all purchasing transactions.
Purchasing Services
Types of Supplies and Services
Types of Supplies and ServicesStock Item: Items that may be requested in Oracle and purchased from Medline.Non-Stock Item: Items that are requested in Oracle and purchased from other vendors. Stock and Non Stock items are maintained in the Oracle Item Catalog. Note: An expense code is assigned to each non stock item. Departments can only
order these items if this expense code is associated to the departments G/L.Non-Catalog Items and Services: Infrequently used items and services requested in Oracle and purchased
from our vendors. Non-Catalog items and services are not maintained in the Oracle Item
Catalog. Requisitions received after 10:00 a.m. will be processed the next business
day.
Purchasing Services
Capital Supplies and Services
Capital Supplies and ServicesSupplies, services, building/land improvements, and leases which have a singular or collective value of $1000.00 or greater and an estimated useful life of two years or more.
The process of placing a capital order follows a budgeting process directed by the Finance department of Prospect CKHS.
All Capital items are requested by the user department via a Capital Expense Request (CER) in Apttus. After the request is approved in Apttus, the Capital Buyer will create a PO in Oracle.
Purchasing Services
Emergency Requests
Emergency RequestsDEFINITION: Request for supplies or services when the health or safety of patients, visitors, or staff might be compromised and the proper authorization cannot be promptly secured.
EMERGENCY PROCESS: After entering emergency request for supply or service in Oracle, page Purchasing Department notifying them of the requisition number. Purchasing will process order with Vendor.
Purchasing Services
Contract Management
Contract ManagementContract Administration is managed by our
Supply Chain office in Manchester.
CKHS Purchasing Services works with our Manchester Team to maintain a Local and National supply and service Contract Directory.
CKHS Purchasing Services/Value Analysis works with our Home office to add new items and vendors.
Purchasing Services
Product Recall and Returns
Product Recall and Returns• Purchasing Services coordinates product recalls
and returns with all departments.
• We use ECRI Alerts Tracker to coordinate recalls
Purchasing Services
RepTrax
RepTraxVendor Credentialing
• For the safety of our Patients, Guests, and Staff CKHS is required to maintain specific credentials and track all healthcare industry representatives who are accessing Crozer-Keystone Healthcare System.
• Please make sure all Vendors check in and out at kiosk.
Purchasing Services
Contacts
Contacts• Oracle Help
• Questions about a request, PO, or order confirmation, please use the Purchasing Team email: [email protected].
• Questions about an invoice, or payment, please use the AP Team email: a/[email protected].
Purchasing Services
Contacts
Service Contact Email Phone
Team Email [email protected]
Office Coordinator Carmen Spears [email protected] (610) 447-2450
Director, Interim VP Maleke Black [email protected] (610) 447-2584
Corporate Director, Supply Chain Tarek Hashem [email protected] (408) 807-9944
Surgical Services Product Management Team
Surgical Services Buyer
David McDonald [email protected] (610) 447-2412
Value Analysis Manager Lisa Schuhl [email protected] (610) 447-2475
Patient Care Product Management TeamPatient Care Buyer Alicia Wetling [email protected] (610) 447-2420
Senior Patient Care Buyer Gene Kelly [email protected] (610) 447-2423
Non-clinical Environmental, Facilities, Office Supplies Product Management Team
Environmental and Facilities Buyer John Stransky [email protected] (610) 447-2481
Contracts Michael Tesauro [email protected] (610) 447-2425
Capital, IT, OR Bill Only (ATF) POs Senior Buyer Ryan Donnelly [email protected] (610) 447-2474
Value Analysis Manager Lisa Schuhl [email protected] (610) 447-2475
Materials Management System Data Analyst Steven Cataleno [email protected] (610) 447-2415
Purchasing Services
Requisition ApprovalRequisition Approval
Purchasing Servicing
Requisition Approval
Purchasing Servicing
Requisition Approval
Purchasing Servicing
Requisition Approval
Option 1: Approve the Requisition from the Worklist Notification(s)
From the Oracle Landing Page, click on the Notificationicon in the top right Or, you will also see the “Action Required” notification in
the “Things to Finish” section at the bottom of the page. The links both take you to the same place.
Purchasing Servicing
Requisition Approval
2-Click on the “Approve Requisition…” link to open the Requisition Approval page
3-This will take you to the Requisition Approval in the BPM worklist. You can approve or reject the requisition in this screen, or you can select the Requisition link for further details.
Purchasing Servicing
Requisition Approval
4-To review the requisition details, select the requisition link and view the highlighted information below including:
a.Requisition Lineb.Requesterc.Requested Delivery Dated.Deliver-to Locatione.Suggested Supplierf.Charge Accountg.Amount
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Requisition Approval
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Requisition Approval
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Requisition Approval
5-Once reviewed, if all information is appropriate, click “Done” and then the “Approve” button in the top right corner.
a.If you have authorization based on your HR Management Level, the requisition will go to an Approved status. b.If additional approval is required, notification will be sent to your Supervisor and repeat the process from Step 1 above until an appropriate Management Level is reached.
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Requisition Approval
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Requisition Approval
6-Options if you do not want to Approve
a.“Reject” – this will require a comment for why you are rejecting and route back to the requesterb.“Request Information” – enter a comment or question and choose recipientc.“Reassign” – this will send the requisition to recipient for approval and up their HR hierarchy
Purchasing Servicing
Requisition Approval
7-Other Information related to the Requisition Approvala. Escalation Process – the system is configured to send Reminders every 2 days. After 3 reminders, it will escalate to the employees Supervisor.b. Delegation Process – if an employee is going to be out of office for an extended period, there is the ability to setup a Delegate while out. An additional job aid can be referenced for these steps.
Purchasing Servicing
Requisition Approval
Option 2: Approve the Requisition from the Email
1-Open the email and you will see all the requisition fields available in Option 1 above
a. Including the Attachment (10 MB is the size limit through email)
2-Review all information from step 3 in Option 1 above
3-Options available from email:a. “Approve”b. “Reject” – this will require a comment for why you are rejecting and route back to the requesterc. “Request Information” – enter a comment or question and choose recipient
Purchasing Servicing
Requisition Approval
Purchasing Servicing
Invoice Approval
Invoice Approval
Invoice Approval
Oracle Training - AP Invoice Approval
Summary
This training is intended for Crozer employees who are Cost Center Managers and/or Supervisors within their HR hierarchy.
The purpose is to guide users step by step through the AP Approval Process (within red box below) and provide explanations for helping them make the correct decisions.
Invoice Approval
Purchasing Servicing
Invoice Approval
Once the AP Specialist Initiates Invoice Approval, the Cost Center Manager receives notification two ways:
1-Worklist Notification within application
2-System Generated Email
Note: The example we will use throughout this document is an invoice coded to Department - 6010 – Intensive Care – Loc 1. For a full list of Cost Center Managers, please refer to the Appendix at the end of this document.
Purchasing Servicing
Invoice Approval
Option 1: Approve the Invoice from the Worklist Notification(s)
1-From the Oracle Landing Page, click on the Notification icon in the top right
a.Note, you will also see the “Action Required” notification in the “Things to Finish” section at the bottom of the page. The links both take you to the same place.
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Invoice Approval
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Invoice Approval
2-Click on the “Approval of Invoice…” link to open the Invoice Approval page
Invoice Approval
3-Review the invoice information
a. “Assignee” – this should be your name since the invoice is currently assigned to you
b.“Supplier or Party”
c.“Invoice Number”
d.“Invoice Date”
e.“Invoice Total
f.“Cost Center” – this is the Department to which the invoice is coded
g.“Edit Distributions” – click this button to see the full Distribution:
i.Additional screenshot below
h.“Attachments” – AP standard operating procedures is to scan and attach all invoices
i.“Stage or Participant” – this area will show the full workflow history and any future recipients past your approval (if necessary).
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Invoice Approval
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Invoice Approval
Invoice Approval Hierarchy Shows the chain of approval for this Invoice
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Invoice Approval
Edit Distributions Page (hover over or click on the magnifying glass to see the full COA with descriptions)
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Invoice Approval
4-Once reviewed, if all information is appropriate, click the “Approve” button in the top right corner.
a.If you have authorization based on your HR Management Level, the invoice will go to an Approved status and continue through the Accounting and Payment processes.b.If additional approval is required, notification will be sent to your Supervisor and repeat the process from Step 1 above until an appropriate Management Level is reached.
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Invoice Approval
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Invoice Approval
5-Options if you do not want to Approve
a.“Reject” – this will require a comment for why you are rejecting and route back to Accounts Payable
b.“Request Information” – enter a comment or question and choose recipient
c.“Reassign” – this will send the invoice to recipient for approval and up their HR hierarchy
Purchasing Servicing
Invoice Approval
6-Other Information related to the AP Invoice Workflow
a.Escalation Process – the system is configured to send Reminders every 2 days. After 3 reminders, it will escalate to the employees Supervisor.
b.Delegation Process – if an employee is going to be out of office for an extended period, there is the ability to setup a Delegate while out. An additional job aid can be referenced for these steps.
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Invoice Approval
Option 2: Approve the Invoice from the Email
1-Open the email and you will see all the information available in Option 1 above
a. Including the Attachment (10 MB is the size limit through email)
2-Review all information from step 3 in Option 1 above
3-Options available from email:a. “Approve”b. “Reject” – this will require a comment for why you are rejecting and route back to Accounts Payablec. “Request Information” – enter a comment or question and choose recipient
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Invoice Approval
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Invoice Approval
Email Information Continued
Purchasing Servicing
Questions and Review
Questions and Review
