NZHC Supplier Guide National Catalogue And GS1net - HBL Supplier Guide v1 12.docx Page 2 of 17 Contents Introduction 4 What is the DHB National Catalogue

DHB National Catalogue And GS1net - HBL Supplier Guide v1 12.docx Page 1 of 17

DHB National Catalogue & GS1net – Supplier Guide Supplier Information Guide Version 1.12


Contents Introduction .......................................................................................................................... 4

What is the DHB National Catalogue? .................................................................................. 4

Who is GS1? .......................................................................................................................... 5

What is GS1net? ................................................................................................................... 6

The DHB National Catalogue & the NPC in Australia ............................................................ 7

Supplier Benefits ................................................................................................................ 10

Overview of the On-Boarding Process ................................................................................. 11

On-Boarding Process in Detail ............................................................................................ 12

Engage HBL ........................................................................................................................ 12

Work with GS1 ..................................................................................................................... 13

Work with HBL ................................................................................................................... 16


Document Version Control

Version Description Author

1.0 Initial version HBL

1.1 Additions and enhancements HBL

1.2 NPC gap analysis included and small changes to schematics HBL

1.3 Additions and enhancements HBL

1.4 Small changes to diagram HBL

1.5 Renaming of NZHC to DHBNC HBL

1.6 Aligned to latest version of data requirements and various other updates HBL

1.7 ‘Primary commercial relationship’ statement in section ‘Register for GS1net’ HBL

1.8 Wording change in section ‘Requirements For A Separate New Zealand Catalogue In GS1net’

HBL

1.9 Small refinements to section outlining differences between NPC and DHB National Catalogue to ensure absolute clarify

HBL

1.10 Changed document to acknowledge Dual Market Catalogue solution HBL

1.11 Updated timelines and minor wording changes HBL

1.12 Tidy-up and keep the document current HBL

Glossary of Terms

Terms Description

DC Distribution Centres

DHB District health Board

DHBNC District Health Board National Catalogue

FPSC Financial Procurement and Supply Chain

GLN Global Location Number used in the DHBNC to identify you to your DHB customers

GS1 International not for profit organisation that develops and maintains a global system of supply chain standards, services and solutions for business

GS1net The Australian and New Zealand data pool of the global data synchronisation network (GDSN). This is the part of the DHBNC where supplier load their data

GS1NZ The NZ user owned, membership based organisation that helps businesses improve supply chain performance and is supporting companies through the DHBNC project

GDSN Global Data Synchronisation Network - is an internet based, interconnected network of interoperable data pools. GDSN assures that data exchanged between trading partners is accurate and compliant with universally supported standards.

GTIN Global Trade Item Number. This is a globally unique product identifier

HBL HBL – Health Benefits Ltd

NPC National Product Catalogue which is based on GS1net

UNSPSC The United Nations Standard Products and Services Code (UNSPSC) is taxonomy of products and services for use in eCommerce.

UOM Unit of Measure of which a quantity is accounted for and expressed.

WAND Web Assisted Notification of Devices Database – was established by the Medicines Regulations 2003 to collect information about medical devices supplied in New Zealand. It is a mandatory


requirement for importers, exporters and local manufacturers to notify their medical devices.

Introduction Health Benefits Limited (HBL) was established in July 2010 to reduce costs and deliver savings in administrative, support and procurement services for the health sector. HBL's role is to facilitate and lead initiatives that result in savings and efficiencies for District Health Boards (DHBs) on non-clinical initiatives. HBL is focusing on Finance, Procurement & Supply Chain (FPSC), to improve efficiency through Shared Services. The establishment of HBL is a critical development to progress the wider work program for transformational change in the health sector. Its longer-term business objectives are:

growth in year-on-year savings to the sector that flow from initiatives developed and implemented by HBL;

more effective provision of administration and support services;

a better level of support to sector decision makers.

A key enabler for HBL’s business objectives is the creation of a DHB National Catalogue (DHBNC) to support procurement activities across the district health boards (DHBs), as well as provide core accurate product data for DHBs’ business and clinical systems. To support the creation and on-going maintenance of this national catalogue HBL is asking suppliers to build and maintain an individual supplier catalogue on GS1’s Australasian product data synchronisation platform, called GS1net.

What is the DHB National Catalogue?

HBL’s vision is for the creation of a national product catalogue using GS1 standards (the DHB National Catalogue – DHBNC), and for all DHB product purchasing to be done off this catalogue from a single-instance, integrated ERP system

The priorities are clinical and non-clinical consumables and products ordered by any DHB since July 2011 that can be reordered. All suppliers were expected to have provided these product data for upload into the DHBNC. Please contact HBL to discuss any issues.

HBL’s implementation of the DHBNC is well underway, with data provided to GS1net being consumed from July 2013.

Having commenced in July 2013, the roadmap for utilisation of supplier’s GS1net product data includes a number of stages, concluding with the implementation of an integrated ERP system enabling a standardised procurement solution to be utilised by all DHBs.


Who is GS1? GS1 is the international not-for-profit organisation behind the only global system for increasing the efficiency and effectiveness of the supply and demand chain. GS1 develops standards, services and solutions for use by businesses, government agencies and many other organisations worldwide. GS1 aims to enhance the efficiency of business by improving information sharing and data integrity between organisations. GS1 New Zealand is a user owned and governed membership-based organisation with close to 5000 NZ company members across many sectors. GS1 New Zealand is governed by GS1 New Zealand’s Board, which is made up of representatives from the core sectors GS1 serves. See below for a schematic of GS1’s system and supporting activities.

For more information about GS1NZ please visit their website: www.gs1nz.org

http://www.gs1nz.org/


What is GS1net?

GS1net is the Australasian data pool of the Global Data Synchronisation Network (GDSN). It provides a web-based product catalogue and enables trading partners to synchronise item and price data. GS1net is the GS1 Australia and GS1 New Zealand solution for product and price data synchronisation in the healthcare industry. It is used to enter, validate, store and maintain product item and price data in a central repository (data pool) to easily share this data with other organisations throughout the supply and demand chain.

Some of the Key Principles of GS1net are:

All product data is based on GS1’s global data standards and underpinned by GS1’s product and location identification keys. Both suppliers and their customers need to support these standards in their businesses.

All GS1net data is validated to a common set of technical and business rules.

GS1net provides a number of options for how a supplier uploads and maintains the data on their catalogue. This is to support organisations both big and small and at various levels of capability.

Supplier can share (publish) their single New Zealand catalogue to multiple companies, ensuring that all trading partners have the same version of the truth.

A supplier’s GS1net catalogue contains customer pricing which is then synchronised with their customers in a secure manner.


If you have an Australian GS1net/National Product Catalogue (NPC) you will ordinarily need to create a separate New Zealand GS1net catalogue based on the New Zealand (NZ) data requirements and represented using your NZ Company GLN.

On-going synchronisation of quality product data within the supply chain is seen as foundational to many effective business processes.

GS1 offers GS1net to industry on a cost recovery basis.

GS1net catalogue fees are capped based on the turnover of the organisation and are not impacted by the number of trading partners the catalogue is published to. This is done to encourage synchronisation of the supplier’s catalogue and to distribute the costs of the service fairly amongst the user companies.

GS1net is a membership only service. For non-members of GS1NZ an additional annual membership fee will apply.

GS1net terms and conditions and membership fees are available on the GS1NZ website: www.gs1nz.org

The DHB National Catalogue & the NPC in Australia The DHB National Catalogue (DHBNC) in New Zealand and the National Product Catalogue (NPC) in Australia are both based on GS1’s global identification and product data standards. They also both use the cross industry data pool, GS1net, operated by GS1 New Zealand and GS1 Australia, as the platform to host all of the supplier’s product catalogues. However, there are some key differences and considerations that need to be understood. Conceptual Differences New Zealand National Healthcare Catalogue (DHBNC) refers to the resulting public sector healthcare catalogue, whose contained products will be created and maintained from data sourced directly from supplier’s New Zealand GS1net catalogues. The implementation of the DHBNC will have a number of stages, with the final result being a single New Zealand FMIS and procurement solution sitting on top of the DHBNC for utilisation by the DHB network. The Australian NPC refers directly to the supplier’s Australian catalogues on GS1net for the Australian healthcare sector. In turn, the state jurisdictions (and others) in Australia use the supplier NPC/GS1net catalogues to support tender processes and create local state catalogues. These state catalogues are for consumption by each state’s public buying agencies, and other departments, who require standardised product data. Each local Australian state catalogue is essentially a state specific version of what the DHBNC will be for the whole of New Zealand. In summary, in New Zealand the intent is to only have one resulting DHB catalogue with products populated from GS1net for consumption by the public health sector. This catalogue will have requirements for high data integrity to support the effective consumption by the supporting public health sector systems. This is named the DHB National Catalogue (DHBNC).

http://www.gs1nz.org/


Requirements to Identify the Business Trading With the DHBs within Your GS1net Catalogue Product information in GS1net is loaded per country target market and the catalogue itself is normally identified by the organisation selling the products in that country’s target market. Because the physical supply chain for your products can vary (e.g. involve an intermediary logistics service provider) the most important point to understand is who has the ‘primary commercial relationship’ for these products in the New Zealand market. In other words, who do the DHBs believe is the supplier, and if applicable, has a contract to supply goods to the DHBs with various conditions

including pricing. This means it is a requirement to identify the organisation (using an appropriate GLN) which has the primary commercial relationship within your GS1net catalogue. If you have a separate New Zealand trading entity, then the most common way to do this is to have a separate GS1net catalogue for that trading entity. This way the NZ business can be clearly represented to HBL and the DHBs and can fulfil the requirements to ensure on-going maintenance of the range and pricing data. Alternatively, you can investigate a Dual Market Catalogue solution. If you only have an Australian business then this can be as simple as loading up the NZ ranged products, the associated required attributes and pricing data to your existing GS1net catalogue. If you want to use a Dual Market Catalogue to support both your Australian and New Zealand businesses, this is still possible. However it is important to note you will still need to identify your NZ business within your catalogue and the NZ business will still be considered ultimately responsible for the on-going integrity of the data provided to HBL and the DHBs. Also, for organisations that use a certified GDSN Datapool other than GS1net, please contact GS1 New Zealand to understand how the GDSN can be used to support the requirements within the New Zealand market. If required please contact GS1 New Zealand for more information. Differences in Data Requirements for the Australian NPC and DHB National Catalogue A large focus has been on ensuring the data requirements between New Zealand and Australia are as similar as possible. This is predominately to make the process of gathering and maintaining data as efficient as possible for organisations dealings in both markets. At the high level both Australian and New Zealand data requirements are based on the same GS1 global product data standards and primary product identifier called the Global Trade Item Number (GTIN). However, each country requires slightly different attributes to be populated. Specifically, the following data attributes are required for DHB National Catalogue within New Zealand (if applicable) but may not be for the NPC within Australia: Additional Certification Types ; Hazardous Goods Attributes ; NZ Medicines Terminology Code; MedSafe Regulatory Classification ; MedSafe Risk Classification ; MedSafe Sponsor ; Packaging Type Code ; WAND Number ; UNSPSC Version 15.1101 at Commodity Level; Dimensions & Weights.


The following data attributes are required in Australia but not in New Zealand: Selling UOM ; TGAsponsor ; TGAtype ; ProsthesesRebateCode ; ScheduleCode ; PBSorRPBS ; TGARiskClassification It should be noted that the data provided to the DHB National Catalogue has strict requirements that need to be upheld around accuracy and integrity. This is to support the ultimate consumption of the data throughout the public health sector’s business systems. This may or may not be different from such requirements for the NPC in Australia. What type of data will be included? The type of data surrounding your products that you will need to populate into GS1net:

Branding & Descriptions - Reduction in order errors and returns. Product recognition. Ensured DHB’s order the correct product from the National Catalogue.

Packaging Hierarchy – Ensures product availability. Required for supply chain purchasing. Optimise and consolidate orders and distribution of stock.

Order & Trading Info – Reduction in order errors relating to quantity. Reduction in returns. Required for Inventory Management (DHB and Distribution Centres (DC)). Includes ‘minimum order quantities’ and ‘order multiples’.

Weights & Measures – Optimise Warehouse (DC) Management and Storage Management at DHB. Optimise Freight logistics.

Classifications – Conform to the NZ healthcare regulations (e.g. NZ Medicines Terminology Code, WAND Number). UNSPSC code will be used by Procurement for category management.

Pricing –Required to raise correct amount on Purchase Order’s (Contract Price, Invoice Price or List Price). Required for stock valuation. Required for contract negotiations.

GS1 has further documentation that outlines the DHBNC GS1 Requirements in more detail and further section of this document describes the suppliers’ on-boarding process.

http://www.gs1nz.org/files/9113/8136/8500/DHBNC_GS1net_Requirements.xls


Supplier Benefits

One consistent way to provide product data to your customers Remove multiple ways of providing your product and pricing data to your DHB customers.

Introduces a standardised way of working with all DHB’s for:

Introducing new items

Submitting changes to items and prices

Discontinuing items.

Improve product visibility and reach across New Zealand’s largest healthcare buyers via the DHB National Catalogue.

Significantly reduce the time and cost of introducing new products in the DHBs’ supply chain and subsequent on-going maintenance.

Less costs for you in supporting the DHBs’ increasing needs for accurate information about the products they buy from you.

You maintain a single New Zealand GS1net catalogue based on GS1 standards and agreed industry data requirements and share it with multiple trading partners e.g. both government and private sector customers.

Allows you to automate how you create and maintain your product data as you only have to do it one way for all trading partners, based on agreed industry standards.

Improved product data quality for you and your customers Allows you to cleanse your product data based on one standard and approach. This means

you are better positioned to ensure this data is accurate all the time.

Accurate product information in your business can deliver reduced costs by allowing you to make internal processes more efficient and effective.

You can ensure HBL and the DHBs have accurate information about your products to support their business processes, that in turn will positively impact your business. This will result in less errors and rework in ‘order to cash’ processes with your customer and provide a foundation for further efficiencies e.g. eMessaging for DHBs purchase order’s and your invoices to them.

By enabling HBL and the DHBs to improve their ability to manage their own inventory and related processes, it will also allow you to optimise your inventory and supply chain costs for these trading relationships e.g. decreasing “out of stocks” and capital tied up in safety stocks.

HBL and the DHBs will recognise your GS1net status as a positive evaluation criteria in future tenders and contracts.


Overview of the On-Boarding Process

In order to get your products onto GS1net to support HBL’s DHB National Catalogue you will need to complete the below on-boarding process. Once complete, the supplier will be Live with Health Benefits Limited.

1. Engage HBL HBL will determine supplier priority and target each supplier appropriately. Business

level communication will be sent followed by a meeting or request for confirmation of business agreement to proceed between HBL and the identified supplier. The outcomes of the meeting and/or communication will be determining commitment, timeline, project resource(s) and applicable product range for your GS1net catalogue.

2. Work with GS1 This aspect of the on-boarding process will help the supplier achieve the key milestones

of becoming GS1net Ready for the DHB National Catalogue. These steps will involve collecting and loading data to GS1net, based on the data requirements of HBL. GS1NZ offer multiple levels of support and assistance to achieve becoming GS1net Ready for the DHB National Catalogue.

3. Work with HBL This final section includes the key milestone of becoming GS1net Live for the DHB

National Catalogue. In order to reach this status the supplier will need to be proactive in responding to HBL queries on the GS1net data. This process step includes HBL using your GS1net catalogue to support their processes which will ultimately populate the DHB National Catalogue.

Register Determine Upload Method

Gather Data

Load Data

GS1net

Ready Plan

Check Data

GS1net Live

Use GS1net Ongoing

Maintain Data

Receive Request

Business Meeting

Business Agreement

Engage HBL Work with GS1 Work with HBL

http://www.gs1nz.org/files/gs1net/DHB_National_Catalogue_GS1net_Data_Requirement.xls


On-Boarding Process in Detail

Engage HBL Below are the defined steps that contribute to the ‘Engage’ section of the on-boarding process. All of these steps need to be completed before moving on to the next stage of the process.

Receive request to participate in the DHB National Catalogue

Health Benefits Limited will start this process to transition the supplier over to being included in the DHB National Catalogue. Initial engagement will include letters, and potentially other communication, inviting the supplier to be involved.

Conduct a Business Meeting

Following the initial request from HBL a meeting will be setup to discuss the supplier’s involvement in the DHB National Catalogue. The aspects of using GS1net and the associated on-boarding process will be reviewed. Alternatively, suppliers maybe simply asked to confirm their commitment via an HBL questionnaire included within a communication.

Reach Business Agreement

Either during or after the business meeting, the supplier and HBL need to agree on project timelines, resource and applicable range of products. Confirmation of this agreement will be asked for in writing (HBL questionnaire or other) from the key supplier contact. This ensures that once the supplier starts working with GS1 NZ a solid foundation to the project is in place.


Work with GS1 Below are the defined steps that contribute to the ‘Work with GS1’ section of the on-boarding process. All of these steps need to be completed before moving on to the next stage of the process. GS1 will support you through all of these steps. The key milestone of this section is becoming GS1net Ready for HBL, with the assistance of GS1NZ.

Register for GS1net

GS1net is a service that GS1 New Zealand provides, and can be registered for on their website. Please note that in order to join GS1net suppliers must be a full member of GS1 New Zealand. But if the supplier is an Australian business entity which has a primary commercial relationship with the DHBs then it is possible to have dual-market catalogue; please contact GS1 NZ if this applicable to you. If suppliers are not currently a member, please contact GS1 New Zealand for information on joining. During this step the supplier will also enlist the support of GS1NZ to assist with the on-boarding process. GS1NZ provides varying levels of support in becoming GS1net Ready for the DHB National Catalogue, which can be discussed with the supplier’s GS1NZ contact.

Determine the Upload Method of Data to GS1net

There are a number of different options to assist the supplier in loading data to GS1net. GS1 New Zealand can assist the supplier in determining the most appropriate method. The different options include:

Browser Upload Template - This tool is an Ms-Excel spread sheet developed by GS1 to help with downloading and uploading data from GS1net. The Browser Template is a simple tool specifically designed for small suppliers and small catalogues.

WebForms – Online user interface.

Middleware - There is an array of certified Middleware Solution Providers who sell software which works with GS1net ‘out of the box’. This software integrates automatically with GS1net via various secure methods. Middleware Solution Providers provide a standard product for loading your data to GS1net or a customised solution which can fully integrate with the supplier’s system(s).

http://www.gs1nz.org/gs1net.php


Direct Integration – There is an option for the supplier to enable their current Enterprise Resource Planning (ERP) systems to connect with GS1net directly. This option of loading data to GS1net should not be seen as a simple task, and it can become rather technical.

Gather the Data for GS1net

Having determined the range of products during the business agreement step, the data now needs to be gathered for populating onto GS1net. When gathering data for GS1net the supplier will need to reference the DHB National Catalogue - GS1net Data Requirements to ensure all the information is populated as expected. One of the key focuses here will be collecting and/or allocating all of your GS1 Global Trade Item Numbers (GTINs) for your products. These GTINs will make up the foundational product identifier within your GS1net catalogue. If you are not the brand owner you will need to source these GTINs further up your supply chain. Suppliers may also decide to conduct a data gap analysis, comparing what is currently held in their systems against the data requirements of the DHBNC. GS1 New Zealand can assist the supplier with this task.

Load the Data to GS1net

Once the supplier has gathered the relevant data for the agreed range, this needs to be loaded to GS1net via the method previously decided on. Once all the supplier’s data is on GS1net they will need to enlist GS1NZ to conduct a final validation on the entire catalogue using the GS1net Validator. The GS1NZ validation will check and highlight any issues in the data, which will need to be fixed by the supplier.

http://www.gs1nz.org/health_benefits.php


Become GS1net Ready for the DHBNC

Once all the above steps have been completed the supplier can complete the GS1net Ready Checklist and submit it to GS1NZ. This will start the ‘GS1net Ready Process’ which will include a ‘GS1net Ready Meeting’ to determine the supplier’s ability to manage their catalogue on GS1net. GS1 will perform a final validation and verification of your data to ensure it meets the data attribute and quality requirements for the DHB National Catalogue. The supplier will also need to demonstrate they have the knowledge, processes and personnel to maintain their GS1net catalogue. Once the supplier has satisfactorily completed the GS1net Ready Process, GS1NZ (with the supplier’s instruction) will publish the supplier’s catalogue to the DHB National Catalogue. The conclusion of this step involves GS1NZ sending a GS1net Ready Report to HBL and the supplier, which outlines the supplier’s data is ready for HBL to work on to secure the information in the DHB National Catalogue. While Suppliers are GS1net Ready for DHB National Catalogue, their GS1net catalogue should be maintained as well as notifying relevant procurement people of any new items or changes outside of GS1net. This will be required only until the supplier achieves the “GS1net Live for DHB National Catalogue” status, when item data will only be accepted through GS1net.

http://www.gs1au.org/assets/documents/services/gs1net/cookbook/gl_nz_ready_checklist.pdf

http://www.gs1au.org/assets/documents/services/gs1net/cookbook/gl_nz_ready_checklist.pdf


Work with HBL Below are the defined steps that contribute to the ‘Work with HBL’ section of the on-boarding process. The key milestone of this section is becoming GS1net Live for the DHB National Catalogue, meaning the GS1net data is fully synchronised and available in the DHB National Catalogue

Planning With HBL

HBL will discuss a plan with the supplier, to prepare them in becoming GS1net Live for the DHB National Catalogue.

HBL Check Data

HBL will review the supplier’s data against their expectations and a sample against any available legacy information. Should any issues be identified the supplier will need to work to resolve these promptly. The overriding expectation is that supplier’s data is complete and accurate. HBL’s ability to check against existing data is limited.

Become GS1net Live For the DHB National Catalogue

Once HBL is satisfied with the supplier’s data they will grant the supplier “GS1net/DHB National Catalogue Live” and will enable the supplier’s GS1net product data within the DHB National Catalogue.


Supplier to Maintain GS1net and Continue To Use For On-Going Processes

Having been granted GS1net/DHB National Catalogue Live, the supplier must now continue to use GS1net to ensure all available products (and associated pricing) are available within the DHB National Catalogue. The supplier’s GS1net catalogue may also be used to support the tendering and/or contract initiation processes. To fully understand expectations once a supplier is GS1net Live, please refer to the DHB National Catalogue Live Supplier Expectations document available from HBL. Essentially, once suppliers are granted the “GS1net Live for the DHB National Catalogue” all the data for new items, item or price changes and product discontinuation must be submitted through GS1net.

Documents

NZHC Supplier Guide National Catalogue And GS1net - HBL Supplier Guide v1 12.docx Page 2 of 17 Contents Introduction 4 What is the DHB National Catalogue