Background

The IMS is a new web-based inventory ordering system being developed for use college-wide at Vet Med  It replaces the 4D Stores application for ordering and inventory management and brings new functionality to users. To view documentation and test go here: IMS - Inventory Management System Documentation and Training

The IMS is being built with the ability to bring other groups on board.  It has an ordering interface where the shopper can put items in their cart and checkout. Items in stock can be fulfilled for pickup or delivery by the storeroom, the pharmacy, or any other location, which can easily be added to the system.  If items are not in stock an order will be placed for them in iBuy or wherever preferred and those requisition/PO numbers will be entered into the IMS.  Once orders are received they can be entered or scanned into inventory and delivered to the purchaser or the purchaser can pick them up. The purchaser will have full visibility of their order from creation to fulfillment.

How it works

Individuals will open the web application, shop for items, and add them to their cart and checkout.  Depending on their Org (350, 292. etc.), their order will be routed to the proper approver/purchaser. The goal is for IMS to allow users to see what is in stock throughout Vet Med inventory holding locations and to consolidate ordering for increased purchasing power.  Order status will be available for all orders, both new and completed.  

Phase 1 (Target completion 12/31/24) STATUS: COMPLETE:  VTH Storeroom, Pharmacy, and VTH Business Office are fully using the IMS.)

• Ordering locations will be the VTH storeroom and VTH Business Office in the initial launch the Dispensary will follow within a few weeks.  Future phases may see departments outside of the VTH using the system such as Facilities, IT, and college BSC. etc.
• During this phase, we will work on refining the purchasing aspect to flow as smoothly as possible in conjunction with order placement done in iBuy, on vendor sites, on Amazon, at local retail stores, etc. 

Phase 2 (Updated Target completion 5/31/25):  Consolidation to a single charge, charge packages, and more.

• Before this phase, HIS must completely revamp the charge system within SANDI.  We will consolidate to a single charge for identical items, versus having a code for exact items, for each service.  This will streamline the inventory process as it relates to charging clients while also depleting inventory.  Appropriate items used in patient care will be billed through SANDI and the items from inventory when billed.
• The ability to create more enhanced charge packages that can encompass everything used during a procedure, surgery, etc. will be available and items can be suppressed from showing on the invoice. The actual cost of items will be accurate within SANDI as they will be pulled from the IMS.  This means pricing will be accurate in real time. We will be able to set minimum stock levels/reorder points and reorder quantities, this means automated order lists can be generated for review and placement. 
• Services will be given tablets so they can scan items when received for stock, scan items to charge clients, and do physical inventory counts. (Details to come)

Phase 3 (Target completion 9/30/25):

• Integration with SANDI, coding testing, and implementation by end of 3rd Quarter 2025

Timeline Overview

Phase 1 (Storeroom 4D ordering replacement)

• COMPLETE: December 2023 - January 2024: Alpha Testing (Storeroom)
• COMPLETE: February 2024 - March 1: Beta Testing (Storeroom)
• COMPLETE: March-April 2024 - Bring VTH services onboard to order via the IMS instead of 4D,TDX for Bus Ofc.

Phase 2 (IMS Pharmacy Ordering and SANDI Charges rewrite)

Note: Work will continue within the IMS on improvements and enhancements.

• COMPLETE: April-May 2024 - Coding pharmacy capabilities in progress
• COMPLETE: July-August 2024 Pharmacy personnel completing code/charge setup and purchasing from vendor streamlined.
• COMPLETE: August-September 26th 2024 - Beta testing and finalization of ward stock purchasing.
• COMPLETE: September 27th 2024 - Pharmacy goes live with all non-compound Ward Stock orders. 
• COMPLETE: September-November 5th 2024 - Coding pharmacy compounding functionality.
• COMPLETE:  November 6th-December 1 2024 - Pharmacy staff beta testing compounding functionality.
• COMPLETE:  December 1- 31st 2024 Pharmacy Compounding refinement.
• COMPLETE:  December 31st - 2024 Pharmacy Compounding functionality live.
• On Track: December - February 2025 - Pharmacy setting up 140+ Ward Compounds (final setup piece for integration) 
• Off Schedule: Charges rewrite - see below for updated information

Phase 3 (SANDI and IMS Integration coding, code matching, testing and implementation)  

Charges Rewrite (Updated to January - May 2025) 

Note: This involves rewriting all SANDI code that revolves around charges. There will be no new functionality, just eliminating the old Vetstar code. This must be done before coding work to integrate SANDI with the IMS can begin. 

• • By May 31, 2025: New charge system infrastructure in production using old codes in the system.
    • Potentially in jeopardy, Tristan must be allowed to dedicate time to coding.
  • IMS/VTH Accounting Work 
    • Complete January 2025 - HIS: Move all retail food orders to the IMS 
    • VTH Acct: Transition retail food ordering to IMS 
    • VTH Acct: Transition Standing PO ordering to IMS
    • VTH Acct: Transition all local (Praireland Feeds, etc.) purchases to IMS
    • VTH Acct: Transition any other outstanding items, ASAP
  • IMS Code Matching and Cleanup (January-May 2025) In progress 
    • Currently working with ER. Waiting on ER to provide code info.
    • Complete the same work with each service to ready them to move to the new charge systems tentatively June 1, 2025. (No mass move, will be service by service.)
    • HIS: IMS Optimization & Reporting (April 2025)
    • HIS: IMS features and purchasing enhancements (May 2025)
  • SANDI Integration (June - September 30th. 2025)
    • IMS: Year-end count Phase 2 - Coding to allow for count adjustments, reporting, etc. 
    • SANDI: Framework, back-end coding for charge integration via API
    • SANDI: User Interface development (Minimal integration with the ability to build upon functionality)
    • IMS and SANDI: Enhancements and Reporting to continue beyond Sept 2025
• IMS to SANDI API Integration (Tentatively May - September 2025): During this time, HIS will work on the back-end coding that will allow us to build the charge packages mentioned above, suppress items from being on the invoice, etc. Many more details will come as time draws closer. Testing - We will put the new coding into the test environment and work with all services on a detailed testing and sign-off plan.

Other work running concurrently:

• Matching the new SANDI codes to the IMS barcode used to order them.
  • Work with services to consolidate to a single charge for inventory/supply items.
  • For example, 1000mL LSRs have many codes created for various services and we will consolidate to a single charge.
  • This will only involve consolidating to a single charge code for inventory/supply items where possible. This will not be done in mass, we will meet with each service and do this one service at a time.
• Professional services charge discovery and setup:
  • This will entail looking at each service's professional procedures with them. The goal would be to determine what inventory/supplies are or may be used in the procedure and build charge packages where appropriate.  Many services already do this in some capacity, but this will be a reconciliation and expansion of those packages.
• Implementation: End of 3rd quarter 2025

Questions? Please email them to his@vetmed.illinois.edu