LAV Process Explained:
Equipment Management
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
FOR OFFICIAL USE ONLY
2
What is LAV?
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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.
FOR OFFICIAL USE ONLY
3
Property Accounting
Is there a designated Personal Property Manager?
1.
•
Forward copies of designation letters to NMLC
Is the delegation letter on file?
2.
•
Should be readily available
FOR OFFICIAL USE ONLY
4
Property Accounting
Do PPM personnel have the appropriate training?
What percentage?
3.
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?
4.
Read-only access: DMLSS E-learning
Read/Write Access: DMLSS-EM Basics
Equipment Managers: 5-day off site EM Workshop
•
•
•
5.
Is the training documentation on file?
•
Contact NAVMEDLOGCOM for previous training
documentation.
FOR OFFICIAL USE ONLY
5
Property Accounting
Are all equipment assets entered into DMLSS and
barcoded within 7 calendar days of receipt?
6.
•
Compare receipt documents with the Equipment Gain and
Loss Report in DMLSS.
Is GFE list included in the NPS Contract?
7.
•
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?
8.
•
Run BO Report to determine GFE list
FOR OFFICIAL USE ONLY
6
Management Control Reports
Is the site reviewing management control reports on a
monthly basis?
9.
•
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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
FOR OFFICIAL USE ONLY
7
Inventory Auditing
Criteria
Number of
Errors
Total Items
Inventoried
Procurement
Documentation not on file
5
50
10%
Incorrect Nomenclature
6
50
12%
Acquisition Cost does not
match receipt documentation
4
50
8%
Incorrect Barcodes
2
50
4%
Incorrect Locations
15
50
30%
Incorrect Custodians
7
50
14%
Incorrect Serial Number
2
50
4%
Records over $5,000 without
IUID label affixed
4
20
25%
Book to Floor Errors
1
51
N/A
Floor to Book Errors
1
51
N/A
Inventory Accuracy Error
2
51
4%
FOR OFFICIAL USE ONLY
Error Rate
8
Inventory Auditing
Avoid the Texas Sharpshooter Fallacy:
• Identify records at random from your DMLSS
• Could be items $25K and greater
FOR OFFICIAL USE ONLY
9
Equipment Management
Equipment Replacement
11.
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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
Equipment Management
Leased Equipment
12.
•
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•
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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?
FOR OFFICIAL USE ONLY
11
Equipment Management
IT Security
13.
•
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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?
Are Systems recorded in DMLSS using
system/component relationship?
14.
•
Review Canned Management Report
Is excess equipment reported to NMLC via DMLSS?
15.
•
Review Canned Management Report
FOR OFFICIAL USE ONLY
12
Policies and Guidance
Is there a local Command Equipment Management
Plan (SOP)?
16.
•
Is it reviewed annually?
Does the Command have copies of current guidance
and procedures? Have the appropriate staff reviewed
the guidance?
17.
•
NAVMED P-5132, SECNAVINST 7320.10a, BUMED
FIP SOP, FY12 Logistics Guidance
FOR OFFICIAL USE ONLY
13
Documentation
Are signed DD200’s on file for all items listed as
missing, damaged, lost, stolen?
18.
•
Compare transaction history with physical documentation
Are disposal documents maintained for at least 36
months for items disposed or transferred?
19.
•
Compare transaction history with physical documentation
FOR OFFICIAL USE ONLY
14
Management Review
Unable to Locate (UTL)
20.
•
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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
Review
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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
ETM POCs
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
[email protected]
[email protected]
17
Related Sessions
•
•
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Material Management Self Assessment – Conduct Your
Own LAV
Equipment Management Self Assessment – Conduct
Your Own LAV
Equipment Management Process
FOR OFFICIAL USE ONLY
18
Download

(Erdman-Villagracia)