Value Analysis Software

The vendor is required to provide that value analysis software vas solution should support upstate’ s value analysis program which:
1. Provides a systematic organizational process for the evaluation of new and existing materials, equipment, and related services in a cross functional and multidisciplinary manner.
2. Promotes the optimization of material, labor, and capital, achieved through improved processes and increased product standardization and utilization, and cost-benefit procurement decisions for quality outcomes.
3. Supports clinical quality initiatives with organized, consistent, and timely oversight of related product and equipment issues, including planning for new products, product management changes, and multi-disciplinary process changes related to products and equipment supporting the initiative.
- The current process and workflow in for value analysis (VA) is as follows:
• Subject matter experts (SME) will discover a new product.
• SME will discuss this product within their department and make the determination to request this product formally.
• The next step for the SME is to complete an online form.
• The online form is to be completed in full with department chair and director approval, additional supporting documents are required as well.
• They are: evidence to support the product, a quote from the vendor, vendor contact information as well.
• The form and supporting documentation are then e-mailed to VA and all product review and research is preformed manually.
• VA will connect with the SME to discuss and gather further information surrounding the request. including, an anticipated trial, replacing another item, and what is the problem we are trying to solve.
• VA will send the form and supporting documentation to purchasing to review as well.
• At this time, it is also determined who else in the organization needs to be included with this request.
• VA then sends this information to those interested parties.
• There are many steps due to the manual process.
• VA works extremely hard to include all stakeholders however, we often find we are in our own silos.
• Data and evidence collection are very timely; therefore, this makes the process longer and cumbersome.
• Multiple meetings are needed to ensure progress, and at time there is lack of team communication and alignment.
• Due to the nature of the manual process, we also have duplicate product requests as this process is not yet streamlined.
• These duplicate requests are often after a product may have been rejected, when the new request is submitted the supporting documentation on the rejection is difficult to obtain.
• Financially, due to the manual process we have a lack of pricing transparence across the system as well as unnecessary spend without clinical justification.
• This then leads to a lack of product standardization.
• Our current structure leads to contract noncompliance as well as missed bulk-buy opportunities.
• At this time VA lacks third-party clinical research for supporting decision.
• There is a higher chance of a risk for both recalled products and products with FDA alerts, entering the system.
• Once the determination has been made to review a product further, the SME will present the product to the appropriate value analysis program (VAP) committee.
• Another challenge with our current structure is a clarity of those with voting rights and voting. if there are no questions or concerns the product will move to the next step.
• Depending on the nature of the request, there are two options from an approval from VAP.
• The product will either move forward to go live or the product will go to trial
• Other considerations, education on new products, FTE manpower when a product conversion is occurring, creating or updating Lawson with new manufacture numbers and price.
• Currently, all project management is manual as well. before, during and after a trial, tracking, reviewing, and presenting.
• This continues to be time consuming.
- Budget of approximately $1.8 billion, it is the region's largest employer with approximately 10,100 employees and generates more than $2.5 billion in economic impact for the state.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: March 28, 2025