Elizabeth Erdman
Medical Equipment and Logistics Solutions Directorate
Naval Medical Logistics Command

Context
• Commands can benefit from applying LAV methodology in support of Audit Readiness
Purpose
•
• Describe the LAV Process for Equipment Management
Objectives
Learn key methods and metrics to review during a selfassessment
2
FOR OFFICIAL USE ONLY





Assist Logisticians to achieve Total Asset Management (TAM) and improve internal management control of accountable equipment.
Evaluate the effectiveness of the Equipment, Technology
Material Management (ETM) processes from materiel procurement planning to eventual property disposal
Evaluate the effectiveness of the Purchasing Management,
Acquisition Planning and Requirements Development, and
Contracting Officer’s Representative (COR) Programs
The Logistics Assist Visit is NOT an inspection, this is strictly an assist visit to help your staff identify strengths and weaknesses and to provide them with the tools that they need to successfully carry out their mission.
3
FOR OFFICIAL USE ONLY

1.
2.
•
Is there a designated Personal Property Manager?
Forward copies of designation letters to NMLC
•
Is the delegation letter on file?
Should be readily available
FOR OFFICIAL USE ONLY
4

3.
4.
5.
•
Do PPM personnel have the appropriate training?
What percentage?
PPM’s are responsible for scheduling training for EM staff
(those with DMLSS access). Get with your DMLSS-SA to determine who has access, even read-only.
•
•
•
What specific training have PPM personnel taken?
Read-only access: DMLSS E-learning
Read/Write Access: DMLSS-EM Basics
Equipment Managers: 5-day off site EM Workshop
•
Is the training documentation on file?
Contact NAVMEDLOGCOM for previous training documentation.
FOR OFFICIAL USE ONLY
5

6.
7.
8.
•
Are all equipment assets entered into DMLSS and barcoded within 7 calendar days of receipt?
Compare receipt documents with the Equipment Gain and
Loss Report in DMLSS.
•
Is GFE list included in the NPS Contract?
Identify and Collaborate with your Command’s COR’s
•
Are loaned equipment assigned to contractors by name and with a return date no later than the end date of their contract?
Run BO Report to determine GFE list
6
FOR OFFICIAL USE ONLY

9.
•
•
•
•
•
•
•
•
Is the site reviewing management control reports on a monthly basis?
Monthly Capital Asset Balance Report
Monthly Capital Depreciation Report
System and Components Report
Daily Document Transaction Register
Equipment Transfer Report
Equipment Gain and Loss Report
Equipment Requiring Data for a UII
Reported Excess Equipment
7
FOR OFFICIAL USE ONLY

Criteria
Procurement
Documentation not on file
Incorrect Nomenclature
Acquisition Cost does not match receipt documentation
Incorrect Barcodes
Incorrect Locations
Incorrect Custodians
Incorrect Serial Number
Records over $5,000 without
IUID label affixed
Book to Floor Errors
Floor to Book Errors
Inventory Accuracy Error
Number of
Errors
5
6
4
Total Items
Inventoried
50
50
50
7
2
2
15
4
1
1
2
FOR OFFICIAL USE ONLY
51
51
51
50
50
50
50
20
Error Rate
10%
12%
8%
4%
30%
14%
4%
25%
N/A
N/A
4%
8

•
•
Avoid the Texas Sharpshooter Fallacy:
Identify records at random from your DMLSS
Could be items $25K and greater
FOR OFFICIAL USE ONLY
9

11.
•
•
•
•
Equipment Replacement
Do users provide input? How? How is it documented?
Is there an EPRC? How often does it meet? Can you provide meeting minutes?
Is there a prioritized listing of OP & O&M requirements?
Does the Command project requirements out at least 5 years?
FOR OFFICIAL USE ONLY
10

•
12.
•
•
•
•
•
Leased Equipment
Is leased equipment used at your facility?
Is a CBA performed when equipment is $100K or greater?
Lease determination worksheet on file?
Leased equipment meeting the accountability criteria recorded in DMLSS?
Leased Medical Equipment, regardless of cost, recorded in
DMLSS?
Emergency Management Plan for resource sharing?
11
FOR OFFICIAL USE ONLY

13.
•
•
IT Security
Is patient health information (e.g. name, SSN, medical/treatment information) removed from ADP and medical equipment memory before disposal?
Is equipment containing HIPAA PHI secured at all times, with strong password protection implemented and enforced?
14.
•
Are Systems recorded in DMLSS using system/component relationship?
Review Canned Management Report
15.
•
Is excess equipment reported to NMLC via DMLSS?
Review Canned Management Report
12
FOR OFFICIAL USE ONLY

16.
•
Is there a local Command Equipment Management
Plan (SOP)?
Is it reviewed annually?
17.
•
Does the Command have copies of current guidance and procedures? Have the appropriate staff reviewed the guidance?
NAVMED P-5132, SECNAVINST 7320.10a, BUMED
FIP SOP, FY12 Logistics Guidance
13
FOR OFFICIAL USE ONLY

18.
•
Are signed DD200’s on file for all items listed as missing, damaged, lost, stolen?
Compare transaction history with physical documentation
19.
•
Are disposal documents maintained for at least 36 months for items disposed or transferred?
Compare transaction history with physical documentation
FOR OFFICIAL USE ONLY
14

20.
•
•
•
•
Unable to Locate (UTL)
Are all UTL equipment reported to the Safety Committee?
Are these reports documented in the meeting minutes?
Are EM and responsible departments documenting actions taken to locate UTL equipment?
Are DD 200’s being initiated by department heads on equipment that cannot be located for more than 30 days?
***Partnership with BIOMED is critical for management of
UTL
FOR OFFICIAL USE ONLY
15

•
•
•
•
Ensure personnel are trained and appropriately privileged in DMLSS.
Ensure PPM and RO’s are assigned in writing and current in DMLSS.
Review Canned Management Reports in DMLSS.
Conduct inventory sampling to assess your inventory accuracy, valuation information accuracy, and documentation completeness.
FOR OFFICIAL USE ONLY
16

•
Program Manager
Edlouie Ortega – ETM Supervisor
•
Analytics/Equipment Management
HM1 Sherwin Villagracia – Data Quality Management
•
• Elizabeth Erdman – Inventory Management/LAV
Equipment Management
HA Denise Matamoro – Property Accounting Support
NMLC-ETM@med.navy.mil
BUMED-PMO@med.navy.mil
17

•
•
•
Material Management Self Assessment – Conduct Your
Own LAV
Equipment Management Self Assessment – Conduct
Your Own LAV
Equipment Management Process
18
FOR OFFICIAL USE ONLY