The deemed report has discussed the hospital procurement as-in process and discussed different aspects associated with it. The problems to purchase and payment process has been discussed along with the supply chain and resource collection has also been cited attention with suitable figures for each of the parts before concluding the paper.
Hospital Procurement As-Is Process
The figure above has offered an insight into the Hospital Procurement As-Is-Process by step by step process which consists of three swim lane and has been discussed as follows:
Staff- The deemed system is used for the purpose of operating and managing the organizational functions.
Accounting- The financial information of the organization such as the invoice orders, inventory size, credit & debit requests, financial transaction history and others are recorded through the system.
Supplier- The supply chain of the organization are to be maintained by the system in consideration.
The standard is implemented where the current size of stock is initiated with assistance of the hospital’s management staff. Post the above discussed step the recorder quantity is calculated when the discussed system generates a new order.
The deemed step, validates the order progress and if in case the order is backed, then an alternative supplier would be identified and approached for availability. If the latter is available, then the order will be processed further and the purchase order will be emailed in other case. The next step would be adjusting the ERP for new orders in which the deliverables from the suppliers are mailed to them. The final process of the deemed step is to cancel the old order where the old supplier may be notified through mail or may not be.
The deemed step cites that the received order items are stored in the GRN form post emailing of ordered item. The reconciliation of the GRN is proceeded with assistance from supplier delivery docket.
The deemed step evaluates the reconciled GRM for any errors or flaws. In case an error is determined which is rectified with assistance of the supplier, while in the other scenario, the received order item is stored in the ERP.
In the deemed step the received item is entered in the storage post which the invoices and the PO are compared and if they are compatible in nature and figure then the credit request is accepted and enquired about the payment mode before completing the payment process. The payment is made as per the choice of the receiver.
The supplier is out of stock and the organisation is unaware of the situation until the initiation of the ordering cycle.
The to-be model has been developed form the As-Is process. The model provides the viewer with the updated flow of the processes in the system. The problems that were encountered in the previous model has been solved in the to-be model of the system. in the model there are five processes of the system have been described in the diagrams. The system have been broken into 5 process. The five processes are hospital management, Procurement, supply, resource collection and payment.
The hospital management process involves the management process of the hospital. The process includes the steps of identifying the requirement and methods involved in dispatching the order of the organization and the checking the stocks of the hospital.
In the procurement process the hospital authorities set the measures and the requirements of the procurement system would be checked against the measures set by the organization. The process would also involve the identification of the supplier and contacting the supplier who would be supplying the required materials for the system. In addition to this, the waiting time and the availability of the suppliers would also be checked by the system.
The supply process would involve the supplier supplying the required materials to the organizations or the hospital institutions.
The organization would be setting some metrics and the acquired materials and received orders would be checked by the staffs of the organizations and the order would be sent for a revision and re check would be done by the supplier until the actual order is received by the organization.
After the orders have been received successfully by the organization they would proceed with the payment process and the payment options would be checked by the organization and the payment would be made according to the requirement of the client.
Problems and Comments Resolution
The main problems encountered were the three way problem and the back order problem of the organization. These were solved by improving the As-Is process and making changes to the initials procedures. in case of the back order problem a checking is introduced so the organization does not wait for the supplier and also they can opt for a rectified order that would be altering the needs of the organization in terms of materials. In addition to this, the three way problem is to be resolved by the supervisor.
For conclusion it can be said that the As-Is process of the hospital procurement management system is very effective however it has some drawbacks and these are mitigated by the to-be model designed for the procedures. This would help in increasing the efficiency of the organization to a further extent.
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