IMAP Process

Advantix-IMAP consists of four phases:

Phase I Gathers supply chain information by performing the physical inventory.

Phase IIGenerates the Post Physical Asset Analysis which provides a detailed analysis of the inventory counts fed into the Advantix-IMAP system.

Phase III Generates the Inventory Control Analysis, which analyzes the current inventory controls process using the client's extracted data to provide insight into areas where supply chain improvements can be implemented.

Phase IV Executes inventory control processes and methodology to create supply chain efficiencies.

Phase I

The Advantix management staff sets up the facility's physical inventory by mapping and tagging areas to be inventoried such as: the operating room, interventional radiology, the cath-lab, cardiology, ambulatory, recovery, emergency room, central supply, etc

The Advantix technical team and management staff creates system control sheets along with a physical inventory action plan.

The Advantix technical team establishes a relationship with the facility’s management information systems staff to set up templates for data extraction, normalization and analysis. The data is reviewed by Advantix management and then validated with the client's technical team. This data is then loaded to Advantix-IMAP.

The Advantix inventory teams are assigned physical inventory areas to perform counts on, using laptop computers and the physical inventory action plan. Once the physical inventory is in progress, audits are performed on inventory locations by the on site management team.

Phase II

The physical asset analyses are standard reports every physical inventory should produce. Its primary purpose is to review the client's inventory status in all departments. Some of the reports are as follows:

a) Inventory Value by Department, Manufacturer, Vendor & Item

b) Consignment Value - A complete list of all the products on consignment that are considered part of the inventory. This prevents manufacturer/distributor representatives from bringing new items into the inventory that have not been approved. Once client management approves the item, it can be added to the inventory.

c) Expired Product Value - This gives a list of expired products found during the physical inventory. These items are removed from the shelves ensuring they will not be used during patient care. This list is presented to the Hospital staff so the products can be reordered or dropped if necessary.

d) Price Match to Client File - Identify any product found during the physical inventory not having a price or having multiple prices in the hospital Item Master, (The Item Master contains all pertinent item information such as manufacturer number, manufacturer name, item description, item price, Hospital Item Number).

e) Total Number SKU - Total number of unique items counted.

f) Total Items Counted - Total items counted.

g) Non-File Analysis - Total Item without an MMIS or Hospital Item number.

Phase III: Inventory Control Analysis

Advantix-IMAP application formulas and processes provide an Inventory assessment through the post physical inventory process and deliver an inventory control analysis consisting of the following

a) A, B, C Analysis - Breaks down the purchase volume for each item.
A - Item is ordered 12 or more times a year
B - Item is ordered 6 or less times a year
C - Item is ordered 1 or less times a year
D - Item has no purchase history for the last 12 months

b) Par Recommendations - based upon the A, B, C, D reports, items in the inventory are analyzed by purchase volume. A technical calculation is performed to come up with recommended par values. The par values are presented to the hospital staff for review and adjusted according to clinical needs.

c) Main vs. Point of Use Analysis - Analysis of all the stocking locations and point of use areas. This evaluates whether there is too much inventory in the POU areas. An example of a POU is an Operating Room.

d) DIOH Analysis - Once the annual turn ratio is determined, it can be broken down to months, days, or any other desired ratio. This allows the client to see how often their inventories are turning.

e) Excess Inventory Analysis - Is an analysis that is comprised of the A, B, C analysis and the clinical review process. It identifies items by location where the inventory levels are too high.

f) Inventory Turn Ratio - Based upon the value of the inventory on hand, the annual purchased inventory turn ratio can be developed. This ratio can be misinterpreted due to many products that are clinically necessary to be on hand but may not be used (turned).

g) Price Variance Analysis - This is an analysis, which flushes out unexplained price increases by item.

h) Purchase Order (PO) Spend Analysis - Review and analyze prior 12-month usage.

Phase IV: Inventory Control Enforcement

The focus of the enforcement is to obtain control of inventory in all major stocking location(s) and point of use areas. This is accomplished by:

• Obtaining clinical sign off in main locations
• Setting Par Levels
• Setting reorder points & time of day to meet order cut off time
• Following up after the orders are received
• Confirming aisle/bin location setup
• Confirming stocking priority and location on racks
• Reorganizing inventory
• Pulling excess inventory off shelves as well as creating and maintaining overflow locations
• Performing cycle counts based upon signed-off par levels
• Implementing Add/Delete processes
• Maintaining shelving labels
• Holding bi-weekly meeting to confirm financial trending
• Performing cycle counts
• Reassess par levels
• Confirm reorder information
• Material numbers, internal & vendor
• Aisle/bin
• Reorder days
• Providing in-service inventory control on a routine basis