Introduction of Letters - Ascension Health

January 24, 2013
Dear Product and Service Suppliers of Ascension Health,
This letter provides an overview of the information you will receive in the coming weeks. If there
are others in your organization you believe require this information, please forward this
message and subsequent messages to them. Additionally, please direct these individuals to
input their contact information at http://www.vendorintro.org/contact-info-submission-form.php in
order that we might provide comprehensive communication about these changes and other
changes that will be implemented in the future.
Overview
Ascension Health’s goal is to become a High Reliability Organization. The United States Agency
for Healthcare Research and Quality (AHRQ) defines High Reliability Organizations as
"organizations with systems in place that are exceptionally consistent in accomplishing their
goals and avoiding potentially catastrophic errors." In support of this goal, Ascension Health is
continuing on its journey to provide clinically-excellent care, free of preventable injury or death.
Through its successful initiation of the Priorities for Action, six key patient safety focus areas,
and its commitment to Healing without Harm by 2014, Ascension Health is fulfilling its promise
to deliver Healthcare That Is Safe.
In support of this goal and our commitment to patient safety, The Resource Group, with its
Health Ministries, will create a Procure to Pay Process that applies the principles of High
Reliability to achieve success similar to the advances made in safety. This Procure to Pay
Process will:
• Increase Quality and Safety
• Improve Service
• Elevate Stewardship
• Enhance Data Integrity
• Develop a Disciplined Relationship with the Supplier
To that end, Ascension Health has embarked on a significant business transformation effort,
termed Symphony, that integrates Record to Report, Hire to Retire and Procure to Pay
processes in a single Enterprise Resource Planning (ERP) information system –
PeopleSoft. This platform requires our suppliers and their products to be included in a single
Systemwide, common contract file to allow for requisitions, ordering, and subsequent payment.
The transformation being made will significantly change the way we interact with suppliers. Our
commitment to becoming a High Reliability Organization and to Healing Without Harm demands
that we engage only with those suppliers that will join us in this commitment. We recognize that
this effort significantly increases the rigor and control in our relationship. It is your responsibility
to ensure your organization fully understands and complies with the requirements of our High
Reliability Procure to Pay Process. Following are a list of communication messages you will
receive in the near future.
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Upcoming messages
A series of communications from The Resource Group will detail new processes and
procedures currently being developed and outline your role in The Resource Group’s journey to
deploy a High Reliability Procure to Pay Process. The communications will address the
following topics:
• Supplier Information Sessions: Informational webinar sessions have been scheduled
to take place over the next two months. These sessions will allow The Resource
Group’s senior leadership to discuss the details of the business transformation activities
being implemented across Ascension Health.
• Contract Procedure: Maintaining a contract procedure provides our patients and
associates with increased safety and quality, while minimizing risk. In order to continue
to provide safe and secure products and services to our patients, associates, physicians
and clinicians, we are developing a procedure for the System which will provide that we
will not purchase products that are not associated with a contract. We will provide an
implementation timeline for this procedure once it is finalized.
• Purchase Order (PO) Procedure: Significant purchase details are lost when a PO is
not utilized. In order to maintain the integrity of our internal controls, we are developing a
procedure for the System which will require purchases to be made on a PO. This change
will begin February 15, 2013. Purchased Services will transition to this new procedure
June 2013.
• Supplier Access Management Process: The Vendor Access Management Process,
established in February 2010, addresses supplier access requirements. This process
will be redistributed along with delineated changes to the consignment-management
process.
• Internet Registry of Purchased Supplies: We will provide Internet access to a registry
of all items purchased by our Health Ministries. This resource is intended to allow our
suppliers the ability to view data in our information system that, if not correct, adds
inefficiencies to our collective ordering and payment processes. The registry will
exclude pricing, volumes of purchases or specific requisitioning locations, though key
information such as manufacturer, item numbers, descriptions and ordering units of
measure will be available. We will provide access to this website once it is available.
• Supplier Access Management Process: In support of our User-Directed Strategic
Sourcing process, new product and service requests will be documented in a
centralized location. The request process will allow you to highlight key elements of your
product or service as well as provide additional information that documents proof of
clinical or end-user acceptability. We will provide an implementation timeline for this
process once it is finalized.
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As you have immediate questions, please send an email to
theresourcegroup@ascensionhealth.org or contact Customer Care at 314-733-8500.
Thank you for your time and diligence as we communicate these transformational changes that
advance our journey to create a High Reliability Procure to Pay Process in support of Clinical
Excellence.
Sincerely,
The Resource Group Leadership
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