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: 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:  Consolidation to single charge, charge packages, and more

• Before this phase, HIS is completely revamping the charge system within SANDI.  We will consolidate to a single charge for identical items, versus having a code for identical 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: Integration with SANDI, coding testing, and implementation by 12/31/2024

Timeline

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: Bring VTH services onboard to order via the IMS instead of 4D,TDX for Bus Ofc.
• COMPLETE: April 9th - Go Live with Storeroom in IMS 

Phase 2 (Pharmacy IMS Ordering and Inventory/Supply Code Consolidation)

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

• Mid-May 2024 - Pharmacy ordering setup and testing.
• Mid/late June - Go Live with Pharmacy in IMS for services to order via IMS
• June-July - 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. There will be no requirement to charge clients for all items used nor do inventory counts of items, etc. This will not be done in mass, we will meet with each service and do this one service at a time.

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

• May - September: 
  • HIS will be rewriting all SANDI code that revolves around charges. No new functionality, just eliminating old Vetstar code. This must be done before any coding work for integrating SANDI with the IMS. This will run from May until the early 4th quarter.
  • HIS be matching the new SANDI codes to the IMS barcode that is used to order them.
  • 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.
• September-November: 
  • SANDI and IMS Integration coding (Start in 4^th quarter) – During this time HIS will be working on the backend coding that will allow us to build the charge packages mentioned above and suppress items from being on the invoice, etc.  Many more details to 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.
  • Implementation: by 12/31/24

Questions?, please email them to his@vetmed.illinois.edu