Item File Policy

  1. Objective
    Manage Supply Chain Management (SCM) System Item File data to ensure integrity of all data elements and that they conform to the Item File Policy.
  2. Responsibilities

    2.1   Under the general direction of the Assistant Director of Corporate Purchasing, Designated Corporate Purchasing staff shall have exclusive access to item file for item additions, changes or maintenance.

    2.2   The Corporate Purchasing Information Systems Group will manage the Item File policy and ensure integrity of the item file data.  They will provide training and supervision of staff with full access to the Item File database.  The Corporate Purchasing IS Group will additionally conduct periodic reviews and audits of the database; oversee corrections that may be needed and revise the Item File Policy as required.

    2.3   The Corporate Purchasing Information Analyst (IA) will be the primary person responsible for data entry and maintenance of item additions and changes. In the absence of the IA, data entry and data maintenance will be temporarily assigned to appropriate Corporate Purchasing Department staff as directed and authorized by the Assistant Director or. Corporate Purchasing are responsible for managing the pricing and data elements required for item adds/changes to his/her contracts.  The Corporate Purchasing Manager will evaluate and prioritize Emergency/Rush requests.  She/he is also responsible for authorizing/approving or denying item file requests for additions or changes by department purchasers.

    2.4   The Requestor is responsible for assuring the new item add requests meet institutional requirements for value analysis, new technology, FDA approval, Corporate Purchasing Guidelines, etc.  The Requestor is also responsible for ensuring that all item add requests meet the parameters outlined in paragraph 3.2 below.

  3. Criteria for Item File Additions
    In all cases, Corporate Purchasing has full authority to grant or deny additions, changes, and deletions to the Item File.  As general guidelines:

    3.1   Items (supplies, instruments and minor equipment) may be added to the item file if one or more of the following conditions exist:

      3.1.1   Item will be ordered repeatedly through the SCM system and has a contract/pricing agreement that defines the price and price period.  Exception:  Contracted items ordered via a vendor web site (i.e., SOLO)
      3.1.2   Item will be stocked/maintained in an inventory location
      3.1.3   Item is/will be on a preference list
      3.1.4   Item is patient chargeable
      3.1.5   Item is on a consignment contract

    3.2   Item Add Requests must meet all of the following parameters:

      3.2.1   Vendor (qualified) is in the vendor file
      3.2.2   A written pricing agreement/contract or amendment signed by the vendor representative with term dates and existing SCM system contract number (for a contract amendment) has been forwarded to Corporate Purchasing with the add request. Corporate Purchasing
      3.2.3   Corporate Purchasing and/or Corporate Officer must review and sign any vendor agreement requiring a UR or HH signature.  See General Purchasing Information under Purchasing Web Guidelines.
      3.2.4   Item information (unit of measure, catalog #, description, price, mfg information) is complete and in the required system format.

  4. Product Substitutions

    4.1   Corporate Purchasing will add approved substitutions to the item file as a separate item using the same item number it substitutes followed by an “s”.

    4.2   Corporate Purchasing Manager will be responsible for communicating to the ordering department (i.e., Materials Management) information from a vendor or manufacturer that an item is either on/off back order.

    4.3   The Corporate Purchasing Manager will lend assistance with identifying potential substitutes and the associated price.

    4.4   Materials Management or ordering department has the primary responsibility for approval of a substitute product and notification of end users.

    4.5   Corporate Purchasing IA will be responsible for any necessary updating of custom requisitions and par level forms with approved substitutions.

  5. Emergency Requests

    5.1   An Emergency/Rush is defined as an addition or change to the Item File requiring immediate action because normal processing would negatively impact patient care or UR/Hospital revenue

    5.2   Rush or Emergency requests should be communicated to the Corporate Purchasing Manager or Information Analyst as soon as possible once the need is anticipated.  Every attempt will be made to accommodate these requests based on available Corporate Purchasing resources.  However, because departments have the ability to order items on a non-file basis until the items are added to the database, Corporate Purchasing reserves the right to request financial compensation from the requesting department in order to accommodate Emergency/Request timelines that will require overtime or additional resources beyond the Information Analyst normal work schedule.  If the requesting department is unwilling or unable to provide additional compensation, the request will be processed as a routine addition/change.

    5.3   An Emergency/Rush Item addition or change will be requested via the REQADD or PMM form and it should also be indicated on the form that it is an emergency/rush.  (See “Corporate Purchasing Item file Add/Change Procedure).  The Requestor must contact the Information Analyst or Corporate Purchasing Manager to make them aware that an Emergency/Rush request has been submitted.

  6. Response Time

    6.1   The Information Analyst will check for new Item File additions or changes at 9:00AM and 3:00PM daily M-F.  The Information Analyst or the Data Control Clerk will use the ESI ADDREQ to view and print the requests in the order they are received.

    6.2   The Information Analyst will review the request and if all parameters outlined in 3.2 are met, the IA will obtain the required Corporate Purchasing Managers’ signed approval.  Once the approval is granted, the IA will proceed with the additions and changes.  If the request does not meet all parameters outlined in 3.2, the IA will contact the Requestor for needed information.  Note:  ESI automatically assigns the item number on new item adds.

    6.3   Routine Additions/Changes with 25 items or less will normally be completed within one (1) business day (8 business hours) from the day the request is received by the Corporate Purchasing Information Analyst.  This Assumes the request meets all parameters in 3.2 and is approved by the Corporate Purchasing Manager. Requestors should anticipate one additional business day for each additional 25 items.

    6.4   Large product group additions/changes should be coordinated with the Corporate Purchasing Manager well in advance as limited Corporate Purchasing resources and or high volume of requests from other departments may seriously delay item add requests.

    6.5   Approved Emergency/Rush requests with 25 items or less will be processed within four regular business hours.  Requests with more than 25 items will be processed as approved by the Corporate Purchasing Manager.

  7. Maintenance

    7.1   Each July the Corporate Purchasing Information Systems Group will run a report of all items in the item file with no purchases/receipts for the past eighteen months.  NOTE: Any item added to the file in the prior eighteen months will be excluded from the report.

    7.2   The report of Item File products scheduled to be flagged Inactive will be distributed to the primary departments/accounts utilizing the item file for Purchases (MM, O/Rs, Cath Lab, Pharmacy, Clinical Labs, etc.).  Departments will have thirty (30) days to review the list and identify any items that they feel should not be made inactive. Requests for items to remain active will be via email or fax to the Corporate Purchasing Information Analyst with a reason and corresponding list of any items that should remain active.  Verbal requests will not be accepted.

    7.3   The Corporate Purchasing Information Analysts will remove those item items from the report.

    7.4   After thirty 30 days, the Corporate Purchasing Information Analyst will inactivate the items remaining on the report 

  8. Revisions
    The Corporate Purchasing Information Systems Manager will investigate revisions at least every six months.
  9. Compliance
    Initially a monthly audit and review of records added or changed will be conducted by the Corporate Purchasing Information Systems Manager to assure the Policy is being followed.  During the audit, if there are records found that do not meet the formatting standards contained in this formatting policy, they will be brought to the Information Analyst to be fixed. After the first year of inception of this policy, the review can be reduced to quarterly.