eSIMS Web Overview. Synthes Information Management Suite.

eSIMS Web Overview.
Synthes Information Management Suite.
eSIMS
Table of Contents
eSims Web Overview
IT Checklist
What Is it?
2
Options
2
Before You Get Started
3
Technical Requirements
4
Project Implementation Timeline
4
Who to Involve
5
In-service Options
5
FAQ
6
eSims Web Access Requirements
8
MMIS Interface Details
8
Backup and File Transfer
8
Synthes
eSims Web Overview
What Is it?
The Electronic Synthes Inventory Management Solution
(eSIMS) is a point-of-use data collection system designed to
aid in the management and ordering of Synthes inventory
by utilizing the barcodes printed on product packaging.
eSIMS provides an accurate measurement of inventory and
usage, resulting in inventory cost reductions. eSIMS Web is
a secure, customizable software suite designed to support a
hospital's purchasing and inventory management needs. The
design of eSIMS Web is modular, to allow you to choose the
features and options you want.
Comprehensive inventory management
– Accurate data collection– Eliminate data entry by scanning
bar-coded product labels. Scanning can be done in the
supply areas or the operating room.
– Cost reduction– Workflow customization and paperless
order processing reduce cost and streamline the inventory
maintenance process.
– Virtual set inventory– Maintain a customized, virtual
inventory of sets and their contents. Generate custom set
reports and count sheets.
– Advanced search options– Search for orders, transactions,
sets and products, using text, numbers and/or wildcards.
Real-time information
– Real-time access– Access and view product, price,
transaction and order information.
– Product and pricing– Automatic updates to the catalog
and pricing eliminate manual maintenance.
– Order synchronization– View orders and their status on
the website in real time. Synchronized purchase order
numbers simplify the receipt and identification of orders.
Web-based software suite
– Accessible from anywhere– Create and manage orders
and inventory from any computer with an internet connection.
– No hardware or software– No additional hardware or software is required. The application runs in a web browser.
Who manages it?
The Synthes eServices group has a dedicated support team
that manages the software. The eServices group hosts all
websites behind Synthes firewalls, and manages and secures
data integrity for all eSIMS users.
2
Synthes eSIMS Web Overview
Options
eSIMS Web performs two main functions: inventory
management and ordering. Any user can take advantage of
one or both aspects of the software. Before you decide how
comprehensive your eSIMS Web setup should be, please
consider the following, to help you decide which program
aspects are right for your facility:
eCommerce
eSIMS Web provides a clean, secure connection to Synthes
ordering channels. Using this function allows you to place
the orders at your convenience, with a system of checks and
balances to ensure proper order approval is captured. The
software has a built-in workflow feature that automatically
provides notifications to pertinent employees, while maintaining the approval control processes already incorporated
at your facility. Pricing and products are updated daily, and
serve as a “live” snapshot of product details at all times. All
ordering history is backed up on our secure servers.
Inventory management
eSIMS Web can manage multiple aspects of your back-up
Synthes inventory. With your log-in to our secure website,
you will be able to manage the on-hand counts, min/max
(PAR) values, internal hospital numbers, locations, etc.,
from any internet-connected computer. Multiple reports
are available to capture and report on different aspects of
your Synthes inventory.
eSims Web Overview
Catalog
eSIMS Web has a full electronic catalog embedded in the
software. You can reference a Synthes catalog number or
description, and access all pertinent information on that
product. This includes, but is not limited to, product pricing
and description, cabinet/drawer location, quantity on hand,
PAR values, internal MMIS number, and color picture.
Before You Get Started
There are a few factors to consider before implementing
eSIMS Web at your facility. The first question to consider is:
How do you plan to use eSIMS?
– To access the Synthes online catalog?
– To place orders online?
– To manage inventory levels, product locations,
and ordering thresholds?
– To integrate (interface) with internal Materials
Management system?
Once you have determined your facility’s level of integration,
the next steps include gathering the right employees,
and preparing for implementation. Details for each
scenario follow:
To access the Synthes online catalog
This is the simplest level of involvement with eSIMS and
requires no planning or preparation. Within 24 hours of
completing the online registration, all users receive e-mails
with their log-ins to eSIMS. You will instantly have access
to real-time pricing and product information which is
backed up and refreshed daily to ensure the most current
data is available.
To place orders online
As with the first scenario, there is no work required from
the hospital. Within 24 hours of completing the online
registration, all users will receive e-mails with their
log-ins to eSIMS. Your online account will reflect your
pricing in real time, updated daily, and you can begin
placing orders online, via eSIMS’s secure connection to
Synthes order processing.
To manage inventory
Before incorporating any electronic system to manage your
inventory, the first major task is product organization. All
products should have one, and only one, location in your
inventory; if not, they will become very difficult to manage,
so organization prior to eSIMS implementation is heavily
stressed. Aside from creating one “home” for each product,
ensure that your SIMS cabinetry is clearly labeled and easy
to navigate. If you need new labeled dividers or other
cabinet supplies, your Synthes Sales Consultant can obtain
what you need, free of charge. Additionally, you should
prepare your PAR values and internal MMIS numbers in
advance, to upload to your eSIMS website. Once these
prerequisites are met, you’re ready to register online.
Within 24 hours of completing the online registration, all
users will receive e-mails with their log-ins to eSIMS. The
final step necessary is to coordinate training for your staff
on the daily processes performed within the software.
To interface with internal materials management
system
Since this level of involvement is the most complex, this
scenario requires the most time to fully incorporate.
The same details from the above scenarios still apply.
However, when you decide to interface, more groups will
be involved, such as IT, networking, and whoever manages
your Materials Management system. Currently, eSIMS can
interface with Lawson, McKesson (HBOC), PeopleSoft, and
MediClick (ProClick), but a new interface can be developed
in the future, with the following conditions: 1) your ERP
system can accept inbound requisition files, and 2) you have
the interfacing file specifications. New interface development
can take up to a few months, depending on complexity. If
the interface already exists, the time frame typically takes
less time, but may vary between hospitals.
Synthes
3
eSims Web Overview
Technical requirements
PC requirements:
– Internet connection for access to esims.synthes.com
– Suggested LAN speed: 100 MB/s Ethernet LAN
– Adobe Reader 7.0 or higher
– Suggested browser: IE7 or higher; Mozilla Firefox
Project implementation timeline
The final timeline depends on your level of integration with
eSIMS. As discussed earlier, there are multiple options for
depth of integration and feature use with eSIMS. The more
functionality you plan to incorporate and utilize, the longer
the total project timeline will be. If you plan to use eSIMS
Web to view the electronic catalog for pricing and product
information, or if you would like to order through eSIMS, the
project can be initialized and completed within a few days.
However, if you plan to take advantage of the inventory
management features, or if you want to interface eSIMS
with your internal ERP system, typical delivery time varies
between one week and one month. These last two scenarios
will also require more time and effort from hospital staff.
eSims fully inegrated sample timeline
ID
Task Name
Duration
Task Notes
Month 1
Wk 1 2
3
4
5
Month 2
6 7 8
Resource Names
9
1
eSIMS Site Creation
2d
Create and configure eSIIMS hospital website.
Synthes
2
Data Evaluation
5d
Analyze and cleanse master item data. Create
internal item numbers. Evaluate data
requirements.
Synthes, Materials
Management (MM)
3
PAR Level
Identification
5d
Review historical inventory usage/trends.
Identify PAR levels. Identify stock and
nonstock inventory items.
Synthes Consultant,
MM, Dr.
4
Cabinet Organization
10d
Physically organize storage locations. Order
and add labels and dividers. Create unique
locations for all items.
Synthes Consultant,
OR, SPD
5
eSIMS Hardware
Setup
5d
PC setup and configuration. Allow for access
to website. Set up internet access (hard wire
or wireless).
6
Interface Specification
Development
10d
Identify file specification and transfer protocol.
Synthes, Hospital IT
7
Interface File
Population
9d
Identify values to populate interface requisition
file. Create samples.
Synthes, Hospital IT,
MM
8
Data Configuration
and Load
5d
Load internal item numbers, locations, PAR
values, etc. into eSIMS software.
Synthes
9
Interface Testing
5d
Generate test orders, send and process in
MMIS system.
Synthes, Hospital IT
10
Inventory Load
2d
Count and record inventory locations and
quantities into software.
SPD, MM, OR
11
End User Training
1d
Train end users.
Synthes, ORR, SPD
12
Go-Live
0d
Move interface and software into production use.
4
Synthes eSIMS Web Overview
eSims Web Overview
Who to involve from the hospital
To ensure a smooth integration of eSIMS into your daily
processes, a few groups of employees should be involved at
each stage of integration. The key hospital personnel include:
– IT/IS– IT will play a supporting role throughout the
process, depending on your facility’s level of involvement
with the eSIMS features. At the earliest stages, the IT
group should ensure that you have a PC with an internet
connection in close proximity to your Synthes inventory,
or, at least, where you’d like to capture your transactions.
Later in the process, if you decide to incorporate an
interface into your HIS, the IT and Networking groups will
once again be needed, to help connect eSIMS to specific
locations on your facility’s network.
– Purchasing– Purchasing must be aware of, and involved
in, the process and the work-flow changes at your
hospital.
– Materials Management– Materials Management will be
responsible for overseeing the process and coordinating/
managing the project for the hospital.
– Sterile Processing/OR– In most scenarios, either the SPD
or OR employees will be the end users of the program,
and will therefore need to be trained and educated on
the functions of eSIMS. Training can be handled via phone
conferences or WebEx conferences online.
In-service options
In conjunction with the incorporation of eSIMS, eServices
is also able to conduct conference calls, WebEx conferences
or on-site visits, to provide consultation on inventory
optimization. Additionally, comprehensive user support
documentation is available.
The eServices team can also provide additional services:
– Inventory turns– eServices will provide advice on
increasing inventory turns. Lower on-hand levels with
higher ordering frequency will help you create more
opportunities for profit while keeping your operating
costs at a minimum.
– Min/max or PAR VALUES– eServices can provide
recommendations for on-hand inventory thresholds.
These recommendations are based on your facility’s
usage and ordering history, combined with national
fracture indexes. Once exact values are determined,
our team will load the data into eSIMS automatically.
Adjustments can be made at any time, and overall
values can be reevaluated with eServices at any time.
– Inventory optimization– eServices will help with a
comprehensive plan for optimal utilization and
stocking of Synthes back-up inventory.
Synthes
5
eSims Web Overview
FAQ
I’m ready for eSIMS. How do I get started?
It’s easy: Simply go to www.simsmetro.com/esimsreg and
fill out the registration form. Your account will be built
within 24 hours (during normal business working days) and
a Synthes eServices team member will forward to you, and
the registered users, everything you need to get started.
Why should I upgrade to eSIMS Web?
There is no charge to upgrade to eSIMS Web. However,
eSIMS software development has halted on all legacy
versions (V4.5 and below). All future development and
enhancements will focus on eSIMS Web. This means that
older versions of the software will no longer be supported
after March 1, 2011. Also, because the software is now on
the web, the data is “real-time”, which means pricing and
product updates are fully automated, and all data is backed
up on our servers. Should something need to be restored
to your eSIMS, we will have the data available.
I already have an older version of eSIMS software.
What does this mean for me?
There is no charge for any existing eSIMS customer to be
migrated to the newest web-based version of eSIMS. Also,
eSIMS is able to capture any pertinent data from the old
system and apply it automatically to eSIMS Web. This
includes on-hand counts, internal reference numbers, PAR
levels, etc.; upgrading to the latest version will NOT cause
you to lose any data. However, it is important to note that
support of all legacy eSIMS versions will no longer be
provided after March 1, 2011.
What are my next steps to upgrade to eSIMS Web?
The main requirement for preparing for this upgrade is
having a live internet connection. Once the connection is
available, you can use the existing eSIMS computer, or any
other PC with internet access, to log-in and perform any
inventory or ordering function of eSIMS. After the internet
connection is ready, the next step is to register online
through the instructions below:
Log into the eSIMS Web Registration site at
www.simsmetro.com/esimsreg.
6
Synthes eSIMS Web Overview
Select the “Advanced” option. Fill out all pertinent
information on the website including hospital employee
information for up to five users. Once the request is
submitted, SIMS will begin building the account online. The
building process typically takes between 24 and 48 hours.
Once the account is fully set up online, e-mails will be sent
to the sales consultant, as well as any hospital users whose
information was provided in the registration; these
e-mails will contain log-in credentials for each user and user
manuals. Upgrade customers will not need to sign a new
agreement.
What does it mean if I decide not to upgrade
to eSIMS Web?
You may continue to use any eSIMS version you currently
have installed. However, any new products, pricing updates,
product replacement files, internal reference number files,
and all other updates will no longer be available to upload
into your eSIMS system. When you upgrade in the future, a
new agreement must be signed.
Who has access to the eSIMS captured data?
Any data captured through eSIMS Web is automatically
backed up on our internal servers here at Synthes. The
archived data is never reviewed by any Synthes employee,
unless an error forces us to reload the archived information
to your online database. This is not expected and would
be categorized as an emergency recovery. Only employees
registered on eSIMS Web will have access to your data.
Typical hospital registrations will grant access to 2–4
employees, as well as to the local Synthes Trauma Consultant. However, there are no solid rules for granting access; it
is entirely up to you and your facility.
How often is my database backed up?
Data is backed up by Synthes on a nightly basis. Once every
24 hours, a job will run that pulls all ordering and transaction
data from the day’s activities to be archived and backed
up on our servers. Simultaneously, any product and pricing
information is loaded back onto each customer’s website to
ensure real-time access to the entire Synthes catalog.
eSims Web Overview
How often is my catalog updated?
As addressed in the question above, the catalog automatically
gets updated for each customer, based on their contracted
pricing, every morning around 4 am. This means that each
day when you log in, the eSIMS system will display the most
current and full catalog with guaranteed pricing accuracy.
What systems does Synthes currently interface with?
eSIMS currently can interface with Lawson, McKesson (HBOC),
PeopleSoft, and MediClick (ProClick) right out of the box,
but a new interface can be developed in the future with the
following conditions:
1. Your ERP system can accept inbound requisition files
2. You have the interfacing file specifications.
eSIMS leverages a powerful integration engine, so interfaces
using web services (xml), database, flat file, etc. can be built.
We don’t have a computer available.
Will Synthes provide the hardware?
In certain cases, a computer might not be available in the
appropriate location. In this case, you may purchase a business
notebook from Synthes. Keep in mind that eSIMS is entirely
web-based, so an additional computer is not required. All
you need is an internet connection from an existing computer.
Please contact the eServices group for more details on
computer model specifications and pricing.
I’m still not sure. How can I find out more?
The eServices team can be reached at 610.719.6851 to
answer any questions you may have. Or, send an e-mail
with your questions to simsdeptnorthamerica@synthes.com.
Synthes
7
IT Checklist
Before incorporating eSIMS in your facility, IT should ensure the following criteria have been met.
eSIMS Web Access Requirments
Question
Yes
1. Is there a computer with an internet connection available where Synthes implants
and instruments are housed? At least 100MB broadband connection is required.
q
2. From the desired computer, is access granted to https://esims.synthes.com and
all subdomains?
q
3. Internet Explorer 6.0 or higher OR Mozilla FireFox 2.0 or higher
q
4. Adobe Reader 7.0 or higher
q
MMIS Interface Details
Question
Answer
1. Should eSIMS communicate with the hospial’s MMIS system? If no, skip to section 2.3
___________________________
2. Interface communication method? FTP, FTPS, SFTP push down, or SFTP pull*
__________________________
2a. FTP Credentials*
3. What internal information system (HIS) does your hospital use?
3a. What version?
__________________________
__________________________
__________________________
4. Requisition File Name
__________________________
5. ERP interface specifications known? (please provide to Synthes)
__________________________
6. Approval e-mail addresses (pertinent for online ordering only)
__________________________
7. Notification e-mail addresses (pertinent for online ordering only)
__________________________
Backup and File Transfer
Question
Yes
1. Does the hospital IT ensure the PC and printer support?
q
2. Is it possible to remotely access the eSIMS PC via HTTPS “Log-me-in”?
→ www.logmein123.com
q
*Unblock FTP port traffic for IP address 193.135.45.9
8
Synthes eSIMS Web Overview
Synthes (USA)
1302 Wrights Lane East
West Chester, PA 19380
Telephone: (610) 719-5000
To order: (800) 523-0322
Fax: (610) 251-9056
© 2010 Synthes, Inc. or its affiliates. All rights reserved.
Synthes (Canada) Ltd.
2566 Meadowpine Boulevard
Mississauga, Ontario L5N 6P9
Telephone: (905) 567-0440
To order: (800) 668-1119
Fax: (905) 567-3185
eSIMS, SIMS and Synthes are trademarks of Synthes, Inc. or its affiliates.
www.synthes.com
Printed in U.S.A. 9/10 J10079-A