Authors (including presenting author) :
TONG WC(1), YIP HK(1)
Affiliation :
(1) Procurement & Materials Management Department, United Christian Hospital
Introduction :
KEC Procurement & Materials Management Department (KEC P&MM) handles more than 36,000 purchase orders covering around 800 categories items ranges from equipment & consumables, spare parts, accessories in both clinical and general aspects. For the year 2019/20 (up to December 2019), the PO value has already climbed up to HK$1,934M, which has almost doubled the PO value in 2015/16. Apart from the workload issue, the more complicated market situation, changing statutory regulations, and other relevant procurement matters have also contributed to the relatively lengthy procurement process as observed and reflected by some of the users. In view of this situation, KEC had made reference to the model of KCC and adopted similar approach in 2017 to assign some designated buyers to handle minor value items and contract POs. In view of the promising results, the department has obtained the support from KEC management to further enhance the initiative by setting up a full designated fast track team to handle all minor value purchases below HK$100,000 and contract items for TKOH users as Phase I of the programme. Subject to further evaluation, it is expected that the programme can be further extended to HHH and UCH in Phase II.
Objectives :
(1) To speed up the procurement process by streamlining workflow and focusing efforts in processing Purchase Requisitions (PR) and Purchase Orders (PO) for minor value purchases below $100K;
(2) To formulate more cluster contracts on various items;
Methodology :
A data review of the PRs and POs issued in 2018/19 was conducted with analysis of procurement lead time, PR and PO value, and throughputs of buyers concerned.
Based on data analysis results and inputs from end users and local supplies, the service scope, throughputs and manpower requirements of fast track team was ascertained
Workflow was designed within procurement departments. With the help of Admin team of TKOH, the location of the satellite team office is chosen to be set up at TKOH Supplies Store to enhance communication flow and enable a closer working relationship with the local P&MM office as well as TKOH end users.
The PR-PO Monitoring Report will be generated on monthly basis to evaluate the effectiveness of fast track satellite team and monitor the PR-PO procurement lead time.
Result & Outcome :
The satellite team commenced its operation in early January 2020. It is expected the procurement lead time will be shortened while the target of reduction of the overall procurement lead time will be within 7 working days. Since the operation has just begun less than 1 month, details of analysis will be available soon for evaluation its effectiveness.
