A large hospital system attempting to centralize, standardize and improve turnaround time for product and service requests was struggling with multiple paper-based forms, manual routing via email, non-standard approvals and limited capacity to centralize additional request types. Processing times were in weeks and months resulting in an inordinate number of expedited requests and, of course, stakeholder frustration with the supply chain due to lack of transparency and responsiveness. After an initial period of discovery by SpendVu’s business analysts, the paper based request forms were standardized and moved online (with a few best practice revisions), and custom routing, notification and workflows developed for each request type.
Planned deployment, with training and communication plans, delivered by the SpendVu implementation team resulted in system-wide adoption of submitting requests online. Requestors can now receive status notifications and track progress; the system office now has visibility into all request details and dispositions at any time. Not only are all product and service requests captured, but also all IT, capital and even local contract requests are processed through SpendVu. This has resulted in an 80% reduction in both processing and decision-making time and greater compliance, visibility and workload management.