ITEC832: Application Integration Individual Assignment One “Hospital Procurement Process Model” Semester 1, 2017 Individual Assignment - Hospital Procurement Process Mo Contribution: 15% of Final Mark 1. You are given an actual hospital procurement process (see Table 1 and related Figure 1). This is to be modeled as the ‘As Is’ Process using IBM Blue Works Lives. Sign up for the 1 month free trial of the full version of this SaaS application. See: https://www.blueworkslive.com/signup/trial Export your process, or use screen shots to depict your process diagram in your report. 2. Provide a report on your BlueWorksLive As Is Model analysis. This is to include: - Comments - Problems - Costs - Times As an extension exercise to earn full marks for this assignment, calculate the Weighted Average Cost (WAC) for this process. Use an Excel spreadsheet. Identify each case (path through the process), and add the total cost for each case. Then, consider the probability for each path, with the total probability adding to 100%. Apply the probability percentages to the total costs, and sum to obtain the WAC. 3. Based on the objectives of e-procurement, an automated, improved ‘To Be’ process is to be proposed. Use your imagination! The ‘To Be’ process is to be presented as a new BlueWorksLive Process. Hint: Do not copy the As Is Process and make a few incremental changes. Start afresh and submit a simplified redesigned process. Provide your analysis. In particular, how have addressed the following problems: a) Backorder problem. The supplier has no stock and the hospital does not find out for a week until the start of the next ordering cycle. b) Three-way match problem. The invoice, GRN (Goods Received Note) and Invoice need to be matched by Accounts Payable to pay the supplier. These 3 documents often do not match resulting in a short or delayed payment to the supplier. Again, as an extension exercise, you can consider the WAC of the To Be Process. You can make the following assumptions: • IT capital investment of $50,000 for the ROI calculation • ‘As Is’ and ‘To Be’ processes are each daily processes, 365 days p.a. • Costs in the ‘To Be’ process are only a preliminary feasibility and do not have to be highly accurate. HINT: Calculate the WAC for As Is and To Be. Determine the annual cost savings (As Is – To Be)*365. If the To Be cost is not cheaper than the As Is then redesign it! Next, deduct depreciation of capital = $50,000/5, assuming a 5 year system life. ROI = average annual net cost saving/capital cost. This assignment report as pdf and is expected to be 5 to 10 pages long (minimum of 10 point), plus diagrams. Any detailed calculations or supporting data should be relegated to appendices, which can be additional to the 5 to 10 pages. Table 1 As Is Hospital Stores Procurement Process Activities and Gateways Document Process Times * Role Total Cost Type Elapsed Working ($1,000s (min) (min) p.a.)** Minimum/Maximum Levels Set (Outside of Process) Report run on current stock levels Paper Report 30 15 Stores Manager 80 Manually calculate reorder quantify based New Order Form 240 60 Stores Manager 80 on current stock below minimum level Key New Order into ERP system New Order Entry in IS 240 30 Stores Clerk 50 Decision- Item has no backorders - 80% Email Purchase Order to Supplier Email Order 60 20 Stores Clerk 50 (Backorders are unfulfilled prior orders.) - Item has backorders - 20% Decision - Alternate Supplier Available - 60% Adjust ERP supplier for all orders of item Supplier Entry in IS 30 10 Stores Clerk 50 Send all orders for item to new supplier Email Order 30 15 Stores Clerk 50 Cancel old order on old supplier Email Cancel Order 30 20 Stores Clerk 50 - Alternate Supplier Not Available -40% Email Purchase Order to Supplier Email Order 60 20 Stores Clerk 50 Receive Goods into Store *GRN Paper Form 1440 30 Stores Clerk 50 Reconcile GRN with Supplier Delivery Docket Paper Form 120 20 Stores Clerk 50 Decision - Are there errors?- Yes - 20% Resolve with Supplier Phone Call 120 20 Stores Clerk 50 - No errors - 80% Enter received stock against PO in ERP System Stock Entry in IS 120 10 Stores Clerk 50 Items put on shelves 120 20 Stores Clerk 50 Email receipt of invoices (Outside Process) 1440 Invoices received and booked into ERP System Invoice Entry in IS 60 20 Payables Clerk 45 Decision - Invoice matches GRN and PO - 70% Pay Supplier Payment 240 10 Payables Clerk 45 - Invoice has errors - 30% Submit credit request to supplier Email Credit Request 240 15 Payables Clerk 45 Decision -Supplier accepts credit request - 75% Pay Supplier Process (Detail not required.) Payment 240 10 Payables Clerk 45 - Supplier rejects credit request - 25% Compile Report for Supervisor Report 240 20 Payables Clerk 45 Supervisor contacts supplier Verbal conference 120 40 Accounts Supervisor 70 Pay Supplier Payment 240 10 Payables Clerk 45 * Wait Time = Elapsed Time – Working Time GRN is a Goods Received Note used to record incoming goods into the store ** This is the total salary cost per annum for the role, in thousands of dollars. You can use this to calculate the Activity Cost. Assume 46 weeks p.a. and 30 hours per week of productive work. (This is an extension exercise.) ITEC832 Individual Assignment Page 5 Semester 1, 2017