10/21/2015. CPE Information and Disclosures. Self-Assessment Question 1. Learning Objectives. Self-Assessment Question 2. Self-Assessment Question 3

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Medical Logistics and Troop

Support: Business Intelligence

Tools

MAJ Randall Sweeney and Maj Richard Caballero

Customer Pharmacy Operations Center (CPOC) DLA-Troop Support

Mr. Gary Hatcher

Joint Medical Logistics Functional Development Center (JMLFDC)

CPE Information and Disclosures

The American Pharmacist Association is accredited by the Accreditation Council for Pharmacy Education as a provider of continuing pharmacy education.

“Maj Richard Caballero, MAJ Randall Sweeney, and Mr. Gary Hatcher declare no conflicts of interest, real or apparent, and no financial interests in any company, product, or service mentioned in this program, including grants, employment, gifts, stock holdings, and honoraria.”

Learning Objectives

•

State the purpose of the Defense Medical Logistics Standard Support (DMLSS) Strategic Sourcing Module.

•

Explain the benefits of the DMLSS Strategic Sourcing Module, the Medical Master Catalog and Product Sourcing Request web-based tools at all levels of the chain of command.

•

Demonstrate how to use the Strategic Sourcing Module in DMLSS Retail system, the Medical Master Catalog and Product Sourcing Request web-based tools.

Self-Assessment Question 1

The purpose of the DMLSS Strategic Sourcing module is ______________.

A. to comply with DLA-Troop Support and Customer

Pharmacy Operations Center (CPOC) initiatives and best practices.

B. to identify the correct products at the lowest price, and enable procurement through the most optimal source. C. to comply with Defense Health Agency policies and procedures.

D. to create more work for pharmacy and medical logistics personnel ordering through DMLSS.

Self-Assessment Question 2

The benefit(s) of the Medical Master Catalog (MMC) application: _____________.

A. Identification of program items for eligible for purchase by DLA customers

B. Identification of alternative products and sources of supply C. Product pricing information

D. All the above

Self-Assessment Question 3

The benefit(s) of the Product Sourcing Request (PSR) application: _______________.

A. Ability to request addition of a product to a DLA Program B. Ability to request addition of a government pricing vehicle to a product

C. Ability to request stock of product at the Pharmaceutical Prime Vendor

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DMMonline Registration

DMMonline Registration (1)

https://www.medical.dla.mil/Registration/SiteLogin.aspx

Must complete your registration with a CAC Card

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Medical Master Catalog (MMC)

Master Medical Catalog (MMC)

•

Benefits

– Product name, Strength, Manufacturer, Supplier – NDC, NSN, MFR Part Number, PVON – Source of supply – Equivalent products – Pricing

•

When to Use – Source of supply, Alternative products, Program item searches

https://www.medical.dla.mil/MMC/Search.aspx

MMC Set-up (1)

MMC Set-up (2)

MMC Search

MMC Search Result

Abbreviation – Name (Source of Supply) PVM– PV MEDSURG

PVP– PV PHARM

ECAT– Electronic Catalog (multiple vendors)

DAPA– DAPA Pricing agreement

SMS– DLA‐TS, Direct Vendor Delivery, Local Purchase

ECR – Electronic Catalog‐Readiness* (DLA‐TS Readiness) *for deployed/deploying forces

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MMC Product Detail

MMC Equivalent Products Result

MMC Product Sources Search MMC Product Sources Result (1)

MMC Product Sources Result (2)

Product Sourcing Request

(PSR)

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PSR Application

https://www.medical.dla.mil/Portal/Homepages/PSR.aspx

Product Source Request

Manufacturer Part # or NDC is required

Bottom of PSR

Add Attachments limited to 10MB per file (.pdf, .doc, .docx, .xls, .xlsx, .txt, .jpg, .jpeg, .mdi, .bmp, .tif, .png, .xltx, .gif)

Additional Notifications - Any other persons who need to be aware of the status of the PSR Request.

PSR - Pharm PV Stock NDC Form

Ensure to click SAVE & SUBMIT

PSR - Queue

Request Details Processing History Current status of item

Defense Health Services Systems

Defense Medical Logistics

Standard Support (DMLSS)

Strategic Sourcing – Pharmacy

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32

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To access the Strategic Sourcing module

users must have the appropriate roles

assigned. The roles are assigned by

commodity type (Pharm and/or Med-Surg).

∎

The new module makes it easy to switch

to items from preferred sources at better

prices.

Strategic Sourcing - Pharmacy

33 ∎Equivalent Preferred Item

Identifies catalog records that have a preferred or standardized product available

Sites are encouraged to utilize preferred products to the greatest extent possible

These recommendations should be coordinated with clinical staff and/or Pharmacist prior to implementing

∎Better Source Same Item

Identifies items being purchased that have a “better” sourcing option

“Better Sourcing” defined as:

Alternate PVON with preferred or lower pricing - OR- higher precedence supplier (PVP/PVM/ECT)

Requires user acceptance/awareness because there may be usage forecast or other considerations

Recommendation Types and

Definitions

34 ∎Equivalent Item Better Source

Identifies functionality equivalent products that have a lower unit price

Requires coordination with clinical staff to ensure alternate product meets standards of care/clinical suitability

∎Move to eCommerce

Identifies items being purchased from non-eCommerce sources that have sourcing options from an eCommerce source (PVP/PVM/ECT)

∎Move Brand Drug to Generic Equivalent

Identifies brand name pharmaceuticals that have generic equivalents available

∎Recommendations are not mutually exclusive

Better Source Same Item selection may also include Move to eCommerce recommendation types included in the returned recommendation set

Recommendation Types and

Definitions

Review Pharmaceutical Recommendations

1.On the Customer Area Inventory Management window, select Navigate, Strategic Sourcing. 2.Select Review Pharmaceutical. The Strategic Sourcing

Criteria window displays.

3.From the Strategic Sourcing Criteria menu, click on the dropdown arrow for Recommendation Type.

4.Select the Recommendation Type.

Review Pharmaceutical Recommendations

A user may elect to enter limiting factors to more accurately focus the returned data set for any of the five Recommendation Types.

Minimum Times Ordered:

Allows the user to specify the minimum times that a product has been ordered over the last year. May be used to return recommendations for only high volume products.

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Review Pharmaceutical Recommendations

Minimum Cost Avoidance:

Allows the user to enter a minimum dollar value threshold for selecting recommendations. This may be specified by a user to identify recommendations which have the highest payback if the recommendation is accepted.

Received Since:

Allows the user to select a specific date window to be used in selecting recommendations based upon when the product was last received. A user may use this option to restrict the recommendations set to only those products which have been received recently, such as within the last 90 days.

Review Pharmaceutical Recommendations

5. When the Recommendation Type has been selected

and all appropriate information has been entered, click the

OKbutton.

The Strategic Sourcing: Pharmaceutical detail window for Returned Data Set displays.

Basic product information.

Understanding the Strategic Sourcing Detail Screen for Returned Data Set

Ordering activity detail.

Ordering Points are the number of direct ordering activities within your operation that order this product.

Understanding the Strategic Sourcing Detail Screen for Returned Data Set

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7. Review the information and click the Closebutton.

Understanding the Strategic Sourcing Detail Screen for Returned Data Set

Current Sourcing shows the default source details presently being used to acquire the product.

The Recommended Sourcing is the suggested change to the source of supply catalog record.

Understanding the Strategic Sourcing Detail Screen for Returned Data Set

The bottom part of the screen is a list of all recommendations returned based upon the specified selection criteria. The list order is defaulted to descending Cost Avoidance; click any column title to re-sequence the list.

Cost Avoidance – this is the annual aggregated dollar value difference between the price of site’s current default sourcing and the recommended sourcing change.

Move to Ecommerce – indicates if by accepting the sourcing recommendation the purchasing process for this product would transition from manual ordering to an electronic method (PV, ECAT, etc.)

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Understanding the Strategic Sourcing Detail Screen for Returned Data Set

Same Product – used to determine if an equivalent product is being recommended. Prior to accepting these recommendations a user needs to coordinate with the Chief Pharmacist and possibly other Ordering Points.

Generic– this column identifies when a pharmaceutical generically equivalent product is being recommended. Decisions on switching to pharmaceutical generic drugs rest with the resident Pharmacist.

Understanding the Strategic Sourcing Detail Screen for Returned Data Set

Preferred Item – this column indicates whether the recommendation is based upon a move to a Preferred/Standardized Product and/or Pricing Agreement.

A “Y” in this column indicates that it is a preferred item.

Understanding the Strategic Sourcing Detail Screen for Returned Data Set

Using the Same Productand Genericcolumn indicators is the easiest way to identify that a different product is being recommended.

Understanding the Strategic Sourcing Detail Screen for Returned Data Set

∎

Accepting a recommendation results in

the catalog sourcing record being

reconfigured to the accepted sourcing and

packaging. This function makes it easy for

the end user to identify and switch to

preferred products and sourcing.

Accepting Recommended Sourcing

1.Highlight the Recommendationto process. 2.Click the Processicon on the vertical toolbar. The Strategic Sourcing Detail window opens.

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Accepting Recommended Sourcing

3.Review the Recommended Sourcing information and click the Accepticon on the vertical toolbar.

Note:User can review the MTF Catalog details if needed by clicking on the MTF Detail icon on the vertical toolbar.

4.On the “Change the product in the current catalog record to the recommended product?” message, click the Yesbutton.

Note: An example showing what happens if you click the No

button will follow shortly.

Accepting Recommended Sourcing

5. On “The selected recommendation was successfully

applied.” message, click the OKbutton.

User returns to the Strategic Sourcing: Pharmaceutical window. User can continue the review of Recommended Sourcing, or

click the Closeicon on the vertical toolbar to exit the window.

Accepting Recommended Sourcing

1. The following example displays the process when the

user selects Noon the “Change the product in the current catalog record to the recommended product?” message prompt. (The example uses a different item ID, but the process is the same.)

2. The user may receive “The recommended product

has existing catalog record(s). Use existing record?” message. If so, click the Yesbutton.

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Accepting Recommended Sourcing

Note: If user clicks the Nobutton, they will be required to enter an Item ID for the new item, which will result in an MTF Catalog record being built for the new product.

3. When the user clicks the Yesbutton, the Choose Item

window displays, containing all local Item IDs where the new product is locally cataloged. 4. Select the appropriate item and click the OKbutton.

64

∎

The user can reject a Strategic Sourcing

recommendation for up to a year;

recommendations will be suppressed until

that time has elapsed, or until the user

opts to “undo” the previous rejection

action.

Rejecting Recommended Sourcing

1.Highlight the Recommendationto process. 2.Click the Processicon on the vertical toolbar. The Strategic Sourcing Detail window displays.

Rejecting Recommended Sourcing

3. Review information.

Note: User can review the MTF Catalog details if needed by clicking the MTF Detail icon on the vertical toolbar. 4. Click the Rejecticon on the vertical toolbar.

The Reject Recommendation screen displays. 5. Select the Reject Until date from the dropdown

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Rejecting Recommended Sourcing

6.Enter Rejection Reason. 7.Click the OKbutton.

10.“The selected recommendation has been deferred” message displays; click the OKbutton.

Note: The Reject Until date will be populated to the Strategic Sourcing History.

Reviewing Accepted History

1.On the Navigate menu, select Strategic Sourcing > History. The Strategic Sourcing

History window opens.

Reviewing Accepted History

2.In the Action field, select

Acceptedfrom the dropdown list. 3.Select the

Recommendation Type

from the dropdown list.

Reviewing Accepted History

4.Enter any additional search criteria to filter the search. 5.Click the Searchicon on the

vertical toolbar. The Strategic Sourcing History

window populates.

6. Highlight the

Recommendationto review in the history.

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7.Click the Closeicon on the vertical toolbar. User will return to the CAIM In

Box window.

2.In the Action field, select

Rejectedfrom the dropdown list.

3.Select the Recommendation

Typefrom the dropdown list.

Reviewing Rejected History

4.Enter any additional search criteria, if applicable, to filter search. 5.Click the Searchicon on the

vertical toolbar.

6.Review the Rejected Recommendation history. 7.User can print the Strategic Sourcing History by clicking the Printicon on the vertical toolbar.

Reviewing Rejected History

8. User can save the file by

clicking the Save to F… icon on the vertical toolbar.

10.Click the Closeicon on the vertical toolbar. User returns to the CAIM In

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Undoing a Rejected Recommendation

6.Select the Recommendation to un-reject. 7.Click the Removeicon on the vertical

toolbar.

Undoing a Rejected Recommendation

The message above displays.

8. Click the OKbutton.

Narcotics Order Review and Approval

(NORA)

•

NORAis a new component of DMLSS that provides the

capability of allowing DEA registrants, and their Powers of Attorney (POA), to digitally sign electronic orders

– Registrants are allowed to review, approve and reject Prime Vendor (PV) controlled substance pharmaceutical orders generated by DMLSS and TEWLS – NORA facilitates secure electronic transmission of controlled substance orders

without the supporting paper Drug Enforcement Agency (DEA) Form 222 – The adoption of NORA standards is the only allowance for the electronic transmission

of Scheduled II substance manufacturers, distributors, pharmacies and other DEA authorized ordering entities

– NORA will require special processing of DLA Transaction Services, including furnishing copies of EDI transactions to NORA over the lifecycle of a controlled substance order

– NORA uses Public Key Infrastructure (PKI) technology, which requires NORA users to obtain a DEA digital certificate for electronic ordering and approval – Pending Actions in DMLSS allow users to digitally sign orders and check status on

processed orders

Electronic DEA Form 222

NORA Order Status Page

Key Points

•

DMLSS Strategic Sourcing Module assists the customer to identify the correct products at the lowest price, and enable procurement through the most optimal source.

•

Benefits of the Medical Master Catalog (MMC) application

– Identification of program items for eligible for purchase by DLA customers

– Identification of alternative products and sources of supply – Product pricing information

•

Benefits of the Product Sourcing Request (PSR) application

– Ability to request addition of a product to a DLA Program – Ability to request addition of a government pricing vehicle to a

product

– Ability to request stock of product at the Pharmaceutical Prime Vendor

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Self-Assessment Question 1

The purpose of the DMLSS Strategic Sourcing module is ______________.

A. to comply with DLA-Troop Support and Customer

Pharmacy Operations Center (CPOC) initiatives and best practices.

B. to identify the correct products at the lowest price, and enable procurement through the most optimal source. C. to comply with Defense Health Agency policies and procedures.

D. to create more work for pharmacy and medical logistics personnel ordering through DMLSS.

Self-Assessment Question 2

The benefit(s) of the Medical Master Catalog (MMC) application: _____________.

A. Identification of program items for eligible for purchase by DLA customers

B. Identification of alternative products and sources of supply C. Product pricing information

D. All the above

Self-Assessment Question 3

The benefit(s) of the Product Sourcing Request (PSR) application: _______________.

A. Ability to request addition of a product to a DLA Program B. Ability to request addition of a government pricing vehicle to a product

C. Ability to request stock of product at the Pharmaceutical Prime Vendor

D. All the above

Closing Remarks

MAJ Randall Sweeney and Maj Richard Caballero

Customer Pharmacy Operations Center (CPOC) DLA-Troop Support

cpoc@dla.mil Mr. Gary Hatcher

Joint Medical Logistics Functional Development Center (JMLFDC)