Material Manager Leadership Reports & Processes

An overview and discussion regarding the most critical reports and information material managers should be reviewing in the course

of every-day operations

Logistician or Material Manager

Material Manageror

Medical Logistician

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The Goal

Make a Scheduled Plan!

Keep your schedule!

Know you were successful and made a difference!

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Med. Logistician Processes

Inventory Management: SOP for CPD Management

IM/LOG Max Order Quantities

IM NIS Deadstock

Purchase Card Reduction: ISR – PC to PVCustomer Effectiveness:-Unexecuted CAIM ordersPCReconciliation validation with PC Close-out

ReportCatalogs without current Transactions

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Data Accuracy

Are these numbers for your activities accurate?

These numbers are what is reported.If these values are wrong; different from the

physical reality, the Command has a problem with its data management, which is what this symposium is all about:

Audit Readiness.Each Command is responsible for managing

its processes and the audit ability of those processes…

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Resources - NMLC

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Resources – BUMED SOPs

Good References:

Missing: Checklists, for Material Manager Validation

Comprehensive End-to-End Steps for Staff

Make your own Checklist for tasks to be completed

- You cannot know everything that happens in your Department- You can engage your staff to stay fully

aware, but you have to ask the questions…

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Logistics Requirements Tracker

The Big PictureWhat are the Total Requirements/Deliverables

How can you get your staff to “Get It” Effective Management vs. Micro Management

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Staffing Review

Are your staff:- Effectively productive- Appropriately Manned for the Requirements- Applying Appropriate Time to Most Critical Areas

Perform Staffing Assessment for FTEs per Process- Submit to DFA

- Manning Requirements to DFA- Capabilities Assessment/Shortfalls

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Material Manager SOP

Process Under Development

Perpetual Process Improvement

Potential for Something Great

Take the Initiative…

FOR OFFICIAL USE ONLY10

CO Spotlight Metrics

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Personal Service Contract Fill Rate

What makes up the issues for this metric?-NMLC contracting position in timely manner-NMLC ensuring contractor performs

effectively and keeps position filled-Customer Command completes

Credentialing and Security Requirements in a timely Manner

-Customer Command COR communicates issues, problems, shortfalls with Contractor with NMLC for effective Contract Oversight

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Appropriate Assignment of Acquisition of Priorities

Effective Contract Management vs.

Crisis Management

- Proper lead time

- Effective and Timely contract closeout and planning

- Effective communication between MMD and Customer Departments.

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Preventive Maintenance Completion Rate (PMCR)

Primary Objective: Safe Equipment for Patients

How do you achieve it: Effective utilization of Biomedical RepairmenActive Management of BIOMED and Eqp Mgt

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Unable to Locate Equipment

Purpose: 1. Patient Safety2. Financial Accountability

How do You Achieve It? 1. Active Management of BIOMEDs2. Active Management of DD200’s3. Greater Visibility of Weak Mgt Controls

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Undelivered Orders (Due-Ins)

Source: JMARJMAR Source: DMLSSPurpose: Customer Effectiveness & Proper

Financial MgtHow to Achieve: Active Management and Education

for Purchase Agents and Ordering Officers

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PC Use ReductionSource: JMAR

JMAR Source: DMLSS

Objective: Reduce Orders and Dollars for PC Buys to Levels Below Same Orders and Dollars from Previous Month of Previous Year

Purpose: Increase eCommerce Use and Save Time&Money

How to Achieve: Sourcing Purchases to eCommerceStocking Supplies in CPD/LOG

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Enterprise Logistics Metrics

eZ SAVeLOG Inventory Mgt and Cust. Support

Effectiveness-Dead Stock -ESD RRD-IM NIS-Inventory turnover

PV Credit Losses

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eZ SAVe Use

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Deadstock

Deadstock BO Report:

- Shows all items not issued past 6 - 12 Months, & Greater than 12 Months

- Replaced Inventory IM Zero Demand Report

How much Funds are tied in your Stock?

How Much Space is Wasted?

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ESD RRD

Purpose: Ensure Separation of Functions

Process: DMLSS ESD-RRD BO Report- ESD: Establish Due In / RRD: Receipt

Regulation:3-Way Separation, min. 2

DMLSS is the Official Logistics System

Violations in DMLSS “seen” as actual

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Inventory turnover

LOG Purpose: Customer Support w/Prompt Delivery

BUMED Standard: >2 Turns per Month (1-OCONUS)

Warehousing vs. Warehouse

Wasted Funds: Tied to - Excess Stock Warehouse Storage SpaceManningExpired Stock

Automated Ordering = Reduced Manning

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IM - Safety Stock Consolidation

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Customers over stock

Safety-Stock

CPD/LOG Consolidates

Risk and Safety-Stock

Reduces Excess

Supplies and Costs

Excess Stocked SuppliesHow much is enough?

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How much is too much?

IM NIS

NIS = Indicator of non-effectiveness for Customer

Purpose: Identify the items Customers Need, and Keep Customer Confidence

Review:IM NIS BO

Process: Change Levels

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What and How Much to Stock

PV Usage Report

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What and How Much to Stock

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DMLSS BOs:

-IM NIS &-IM Stocked

Usage

LOG Funding – Funds Change

Stocking in LOG is best practice (most of the time)

LOG Funding must exist

Free Issue is not Free

How to get Funds?

Communication is Key

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Resources

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Questions

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