Catholic Health Initiatives TEAMNet User Manual Capital Request
Contents
1. 19 iB Kel RR TETTE 20 20 C uo UR UR ER ERN 20 IC M 20 C ak OO Rae ee tate M M 20 OTS COS T 20 FISC aie 20 PIONI Y DT 20 20 V AE a esc ee ata as te Oo ea 20 EUNTES 21 PR TS ERE 21 Enter veridorIinrormalionmamnd QUOTES scu L u cress un aqa aaa 22 le gt ER 22 NOIE O NEUE 22 ocu a TUUM 25 UU TU 26 QUOTES Gl Ta kau man 31 Quote FHF 32 OTE TK 33 eer ae aT ERT 33 WOO 9 3 D 33 o 40 33 uere rmi Gi uk uya Sus apamama canopa nO cL UNUS LO E E MEE 33 AUSSI ios TAO2. 10 ese 10 V l sss beige lI 2 14 6 11 Search Menu Seleclion a nn 11 BOSS C TT T T T TT 12 5 S SSC TOD gt n E A IE EE E IEAI sss 13 13 M T E 13 PO 13 13 o0 t 13 go s 13 13 13 FU C O Ig er 13 j nsn 14 4 s PSA sa 14 Contracted Vendor Fair Price Group BUy 14 Displayed 14 New Capital Menu 5 15 ze 16 Ji 16 A EE s A s EEE 16 16 b cls 16 Enter Capital Request 18 18 edu x ML uM DD DE in E 18 6 uuu aQ 19 E 19
3. a 31 Figure 27 Quote ToD 32 Figure 28 Add New Line 34 Figure 29 Add New Line 34 Figure 30 Quote t u 35 Figure 31 Quote Tab Line 36 Figure 32 Updating QUOTE 37 FIGUre EQ Brei History uu u u u u u T 38 Figure 34 Quote Print 38 ROJO ASO TOD 39 Figure 36 Review Work List RR 40 FOUG Z Pi sas as 41 mew qiiae RN m 4 42 0 Se C 43 FOUG AI me Em 43 C AZ RED OMS ais a as 44 AS Mande T Rolle 45 46 doe STO OVER Ds ana E 47 HOUSE 46 SIO OV el POCO 48 gur TOIT VET POCOS u uuu 48 CRS WOKO W EE 50 Program Overview The Capital Request System CRS is an internet based capital needs management system Use of this tool en
4. If changes need to be made the requisition information after the PO has been issued starting over with a new request is not required Complete the following steps for editing the requisition after the PO has been issued To revise requisition data after a PO has been issued contact your Capital Buyer as soon as possible cancel original PO Go into request and click on recommit bottom right on the request Entered CES CAPITAL DILIGENCE 03 01 12 8386 sm ET Submitted Thomason 0542 an Capt Revere E CRS CAPITAL Fawwassari 0943 am ET Fadik Rayen sh Gaty Thoma igpnyeg Clinical Eng Reviews ER Cuts Thoma ipp E Thornes 2p proce commit Famed FH Catte Thongs OSL FA Thon 09240 4 Fral amp pprceai pong 03 11 12 08 47 pacanynk Figure 45 Start Over Process A pop up box will appear to enter the reason for the recommit Enter the reason for the change and the briefly describe the changes be made When satisfied click the Start Over button top right on the Capital Info tab This keeps the information on the original request and allows editing of the information on the request prior submitting the requisition again EI hire C po al Mapaja Tech
5. draft manual dac Wi New Capital Request CRS draft manual My Recent WRequester CRS dac Documents lt lt yendorQuotePrint pdf Desktop select the file you wish to upload and click on the Open button to proceed sad My Computer Network File name Places Files of type Figure 21 Select Attachment After you have chasen and have selected open from the Chace ile to Upicar window tik en 10 Sa it a an a amp achermernt Click on Save ta continua wm adding attachment Figure 22 Select Attachment Click on Save to complete the add attachment process Multiple files may be uploaded simultaneously Select individual files as described above and then the Add button create an additional selection entry The attachments will be zipped prior to upload and stored in a zip file format Add Attachment Upload File Nuke dado Click Upload button after selecting files C CDocuments and settings Pt Select xRemove E C Documents and Settings Pt Select xRemove Delete Click Add to documents Cancel Figure 23 Upload Attachment The attachment file names default to the file name selected In case of multiple selections the first file selected for upload is used as the file name plus the number of files included Add Attachment Upload File Fie x Forrester seven cs of web content management 1 pdf 2 185 4 Kb other
6. gt uml Nghe Lite himen uie artes Pant w gp De dE x 54d RS 1221 Submitted 5 HELL Dri Figure 46 Start Over Process To add a new quote go to the quote tab select Request Updated Quote This will strike through the existing quote and allow the ability to add a new quote to the request Now add or edit line item information Once the line item information is consistent with new quote and the new quote is attached re submit quote This will take the request back through the capital diligence process and then to the commit funds and final approval process Once the request is queued to Lawson and released in Lawson a new PO will be generated The new will populate on the request overriding the old PO riso Salas vii LI Tech scs ri E zal 1221 Ucara Herter Contec Ip Men dni Key inte Price Created Epira el 106 HILL ROM Farm 2478 crn Thee 3 258 23 w Tz r TC 3DG Updgied Qupbe Figure 47 Start Over Process Appendix D CRS Workflow CATHOLIC HEALTH INITIATIVES CRS Interface to CHI Connect Enter Process Review Proces RQ500 Error Rpt Will be worked by MBO
7. TIL icai zi HMM Dm Abtch Fisi ose Ba to hide or the section unhide icon to reveal E LYGN Itm r Eie Attia Jum icum Figure 4 Search Section Hide Users can create and save search criteria templates for recall and use at a later time Enter to search criteria and a name for the template before clicking on the Save Update button Customized search templates are user specific and only available to the user who created them Previously saved search criteria can be recalled by clicking on the folder next to the assigned search template name listed on the right side above the grid Search templates that are no longer needed can be deleted by clicking on the trash can the right of the template name Once a template is deleted it is no longer available and cannot be recalled Basic Search Criteria These options are located in the first row of the Search tab Organization Pull down for selecting MBO Key Item Pull down select from inputted requested items Status pull down The current process stage of the request Entered Submitted Capital Reviewed Sign Offs Committed Rejected Lawson Requisition Purchased Search Button Initiates search from selected criteria Find Capital Request List of request numbers Users can enter a known system assigned request ID from the presented li
8. Facility ST MARYS HEALTHCARE CENTER FIERRE D epartment CARDIAC REHAB Export file choices Figure 37 Print Tab Users have the option open or save an exported file If an export format is not selected the export function is inactive File Download Do you want to open save this file Mame crs_PrintlapRed xls Microsoft Excel Worksheet From Eeamnet catholichealkh net While Files from the Internet can be useful some files can potentially harm your computer IF veu nat trust the source do not save this what s the risk Figure 38 Print Export If save is select it will ask for a destination Select the appropriate folder from the system and rename if appropriate and select save Users can still cancel the save at this time by selecting cancel Save Request Click the CRS tab and select Save to update the request information This request will now appear on the dashboard of the assigned submitter for action due by me now Once the assigned submitter selects the Submit Request button the workflow review list is generated and the record is locked Reports Menu Selection Select the working report from the pull down menu selection STEAM EE SER My Inbox Search New Capital Reports Admin Tech Assessment j amp x Capital Reports D gt Selected Report Hame s CRS Status Report Status of Lawson Report CRS Statu
9. CRS Tab Returns user capital request detail Quotes Tab Returns user to the previous Quotes tab Quote Tab Vendor quote information and line items list Quote Notes Tab Note capobility as previous described See H Link for detailed instructions Quote Attachments Tab Attachment capability as previous described See H Link for detailed instructions Quote History Tab Displays data changes made to quote details Quote Print Tab Printout of quote data for selected vendor Quote Tab EET gui Renta Tech Asia um uni Hrs Capra x gt CER Un Cunt 1067 Hieber Cinta Print Quote VEDI E j i 4 en ror Quote D Quote Tabs Amount Tm IT Lizciaba Chobe Add goate tem 5 Cate 4 J List Prine Net Price Iit Chis ri ny Fart C pet Pin h im EI DECIES D Figure 27 Quote Tab Update Quote There are three required fields needed before the user can update the quote Reference Ihe vendor s quote reference enter None if none provided Vendor Quote ID The vendor s quote number or ID enter None if none provided e Tax ID Enter the vendor s EIN or federal tax ID else enter Unknown Click Update Quote to save data Enter Line Item
10. Click on z icon by the new Quote ID Bg Ibis Tech Gresser Home gt gt gt LES 1034 Le obe Duo Ee Nores Quite dhin henen Cay ote Hire Priv M ente terme purta COULTER HP CHI Curs ew Reference and Quale ID as Qute CILKOTERZ Duoce Amu Tax EIH al Packt Tax ID Quone Add uata Catalog 2 Lint Price Feat Lin Coal Irniruc tiam LaF eg Eg DET D HD LB um pim hee intarire It and bercare ACI Top MID EmTe ad LS SLOR HA Figure 32 Updating Quote Enter an updated Reference and Vendor Quote ID Click on the 4 icon to edit line item Quote Revisions may be requested as often as required Once line items are completed select Complete Quote lock the quotation record Quote Notes Tab Previously described here Quote Attachments Tab Previously described here Quote History Tab The history tab displays the creation and edits made to the quote information The displayed history is not always immediate The history logging occurs as application processor resources are available iniri Fine Tt ee Capri Retire Fran n Hama gt Reget gt Quotes gt gt Hesto
11. Figure 34 Quote Print Tab The quote print tab generates a report that can be sent to a printer or exported for electronic transfer The slider on the side of the report viewer can be moved reveal hidden portions of the report See appendix B for an example of the entire printed report Award Quote Click the Quote tab Once the final negotiation and selection has been determined indicate the winning quote by checking the appropriate Awarded box Only one quote can be Awarded If the incorrect quote is selected simply select the correct quote to change the award This may be changed until the request is submitted History Tab Selecting the process history tab under History will display the process of who has reviewed the item or taken action Capital Info 4 Notes 4 Documentation Quotes History Print Entered CRS REQUESTER 1 24 2011 4 12 PM Submitted 28 Nancy Di Nois Pending Diligence Nancy Di PEH Nancy Di Noi Clinical Eng Review B pict Required Nancy Di Mois Pending IT Review red p Gb Hancy Di Now Commit Funds Mancy Pending Final Approval Gemina Nancy Di Noe Pending Figure 35 History Tab After a request is Submitted the spiral notepad section shows the review work list and the timestamp of signoff or process activities steps still requiring action show Pending in
12. Purchase Date Enter the range of the purchase date desired Only one date is necessary The results will include the lower and upper dates entered Users can either enter the date or select the date from the popup calendar If the right date is blank system assumes through today If the left date is blank system includes earliest entered request Install Date Enter the range of the purchase date desired Only one date is necessary The results will include the lower and upper dates entered Users can either enter the date or select the date from the popup calendar If the right date is blank system assumes through today If the left date is blank system includes earliest entered request Fiscal Period Select quarter in the left field then year in the right field of desired fiscal period Contracted Vendor Fair Price Group Buy Select compliance criteria as defined e Contracted Vendor CV Selected vendor is a HealthTrust Purchasing Group vendor e Fair Price FP CHI Integrated Supply Chain diligence review to determine if the pricing is consistent with or better than the HPG or best known pricing given the volumes and terms offered e Group Buy Indicates that purchase is made as part of an available Group Buy within the fiscal year Displayed Searches The results grid displays a list of requests matching search criteria The fields displayed are the same fields presented on the Inbox tab Clicking on the
13. puspa kana 37 6 e IS ad il GI 38 gt peer ene T TEE 39 w s sss 39 40 TRI T NUNT NE 42 Reports Menu Seleclion 42 Admin Menu nnne nennen nes 44 Tech Assessment Menu 44 OS iu A M 45 ADDCMOIX B CRS RODO eeens 46 Appendix C START OVER Proces s ie 47 POW SOI WOKIOW uuu u Qua Q D 48 ADDS ES SAL MEE MERI LE 51 Table of Figures Figure IU dBle oeeeM T T T 8 Figure 2 Find Existing Copitldql eene eere 9 gie sx 11 Figure 4 Search 12 Figure 5 Displayed Seorch 15 Figure Add Capital Requesl ence
14. requests for which the user has a reviewer role e Note Requests with a status of Entered do not appear in the grid e Due by Me Now filters list to Those requests requiring review or processing action by user Status pick list Select one or multiple statuses to filter the displayed listing Figure 2 Search tab presents additional search criteria screen Search opens detailed search criteria screen New Capital opens screen to initiate a request Reports presents list of available reports Admin not present for all users opens admin screen for managing system tables Tech Assessment provides list of Clinical Engineering CE equipment with category scoring from Technology Assessment My Inbox Menu Selection To Find an Existing Capital Request The grid displays all requests for e Capital Involving My Participation e Due By Me Now Status p TEAM is F M YI NET angge Frofie Logot Site Cootal Survey lan Request Admin ip lite fader i Search c ipm Na Patrgokkon Dos by Me stum Apply iD CERA Iberi Modai Liatus Alte Porches Ey Wand Z iut ha reae b spi v Sim E Commit el Ply eine 1 Append Iv Reon Note requests with a status of entered will
15. Paper and Pencil icon will open that specific request Can sort ascending to descending descending to ascending by clicking on ID or Vendor Sewan CET ma ep ts Canis _ aj Kz w auk Dt mach eH s Ruk w wwwumu s x m Bum gl Fatt COFFE Heni Mijat Plats riarh Firth La LETI Perens Paria I 412111 ust ev Y a2 4127117 dit 13 72 5 x Figure 5 Displayed Search New Capital Menu Selection The New Capital Menu Selection is how a new capital request is created Enter the preliminary information including Facility Department Project Optional Key Item Description Fiscal Period 4 gt m Manage Profile el ri Inbox Search New Capital Reports Admin Tech Assessment Home gt Add Capital Request Fecit Department Select Depanment Project Select Project Key mem Select Key ien Description Fiscal Period Figure 6 Add Capital Request Facility Select facility from list Users only presented with facilities assigned The list can be filtered by entering a partial facility name Department Select department from list The list can be filtered by en
16. electronic files The system will accept most files types including document files types such as xls csv and pdf as well as image files types like tif gif and bmp Only pdf files can be viewed within the system if Adobe Reader or Acrobat is the default viewer for those file types All other file types must be downloaded and viewed on the local machine X AT uuu REQUESTER Manage Profile Logout Search New Capital Reports Admin Tech Assessment Home gt Capital Request gt Attachement cRs 80 Notes Documentation Quotes x History Print Add Attachment gt Refresh File Size Type Group User Requester 5 353 5 Kb Microsoft Word Document Mark T Soper B doc 1 24 2011 5 06 PM Type of file attached and option to download 15 available Click on the green arrow icon to save it on local drive or to open it for review attachment is available there will be a list of documents here 4 1 k M Page size 20 1 items in i pages Figure 18 Documentation Tab v r REQUESTER 2 T A Manage Profile Logout mu WE a My Inbox Search New Capital Reports Admin Tech Assessment gt Capital Request gt Attachements File Download 90 V Notes um X Quotes Uocomeniton EE Do you want to open or save this
17. Contact the senior buyer to cancel this purchase order Then contact the TEAM Help Desk to change the status of this request to Entered This will allow the submitter make the appropriate changes and reapprove the request initiate the CHI Connect interface again for a new requisition and purchase order to be issued f u with Rodney to determine if HD can set this status to Entered through the database to allow these updates Q The invoice received does not match the purchase order What do need A Please contact Accounts Payable procurement center work with the expediter who can follow up with the vendor to correct the discrepancy Q submitted my request yesterday through CRS and still do not have a purchase order What need A First please check your 500 report look for errors in your request to confirm that your request transmitted successfully If there are errors please address these errors and resubmit the request If your request did successfully transmit please wait for the job to run for this to be finalized This job runs twice per day per facility am unable to add line items to the quote tab in my request What do A Are vendors listed in the quote tab If not please return the CRS tab and select the vendor s desired If they are listed click on the icon to the left of the vendor and select Add Quote Line at the
18. Details Add line item details as indicated on quote Add Quote Line Item Click on to open line item detail screen Enter the Catalog Number Clicking on icon presents a list of previously entered vendor catalog numbers along with description and most recent quoted cost Select the desired catalog number or if not listed click Esc key on computer keyboard and enter a new vendor catalog number Catalog H Itam Disi xag Himbeer Description Net Price AIEFLESE ULTRACENTRIFUGE 11220 0090 ACL 500 Stam wiPrincor and UPS SLGPINA 5300 0000 LENA nmn Uni p q Stace Ir CL laam n s gt Figure 28 Add New Line New Line Item Item Description ACL Top 500 CTS System w Printer and UPS SLGI List Price Net Price Unit of Measure each Quantty 00 Extended Cost 55 000 00 Special Instructions Needs LIS interface and barcode scanner Figure 29 Add New Line item Enter remaining fields All fields are required to Save except Special Instructions Click on Save button store data and return vendor quote information tab Click on Cancel button discard item and return to vendor quote information tab Saved items can be deleted after by clicking on the item icon and selecting Delete button Quotes can b
19. Facility St Anywhere Medical Center be Department Select Department w Project Select Project Adult Item Description Sport Beds Fiscal Period 4 2012 Figure 8 Add Capital Request Error After creating the request enter capital request detail Figure 9 Enter Capital Request Detail Home gt Cantal Heuer Tapia rfo Hates Documentsion Quotes History Pal nrbem Bed Adult x Yee Enkered Mods T ad du Save Delete Ward or Emtanad Connie 02 04 17 633 nim ET Request Quate A Age 5j Ares Carrer Department E Project 1 s Funde Bore T PP By Pip ores Gee LIN Projected Budget 5006 Gihar Cost 1590900 Quata cag 81 Dn Fem Perna 4 H Lagnar icing Paint Core Figure 9 Capital Request Detail Model Enter the model when known Optional Select Vendors Select by two methods e Click the down arrow reveal the vendor list HPG contracted vendors will appear at the top of the list Click on each vendor to be considered in the selection process e he dynamic drop down will be filtered to vendors matching the text entered into the field as well as all HP
20. files zip xm Forrester seven cs of web content management 1 pdf testPage htm File Cancel Figure 24 Attachment Name The File Info tab enables the user to provide additional information regarding the attachment Providing the document type and a descriptive file name is particularly helpful to the collaboration team for scanned documents with numeric or coded file names Upload File FileInfo Flag this file for review Date I Documentation Title Multiple file upload example zip Forrester seven cs of web content management 1 pdf testPage htm Cancel Delete Figure 25 File Info Tab Quotes Tab Requests will have a line for each vendor selected for the request Quotes can be updated by selecting the quote individually Irina rain Esos cutn Hore gt Request gt Quotes CRS 10 35 1 Haie Docarentation Hilony Prat Quarts Contact Vendar Way rimi Modal Quote Price Created Hy lit 1903 STRYKER CAPITAL Bod Adult 52 737 70 Conn bi E Lait HILL Bii 00 E Figure 26 Quotes Tab Click the icon to open the Quote Number tab The user is presented with two current tabs and five new tabs The new tabs are specific to the vendor selected The tabs presented are
21. indicator Entered white Submitted Sign Off Completed Committed Rejected black Approved Lawson Requisition red Capital Purchased Attach Paperclip icon amp number indicating the number of documents or files attached the request Fiscal Quarter and fiscal year of the anticipated or desired expenditure Purchase By Date required for order placement Vendor Vendor choice for purchase Click to sort ascending or descending Amount Quoted cost if entered after quote acceptance Search Menu Selection The Search Menu Selection offers several fields enabling the user to filter requests of interest Users may enter as few or as many criteria needed filter the list of requests in the grid at the bottom of the page Search criteria can be saved for use at a later time The grid at the bottom of the page lists items matching the criteria entered The results can be exported in several formats including pdf xls or csv formats Figure 3 Iber anch Bare Saath hem Dexrirbor Fun Far GrpBuy 8 Dasr uarias m Facts 1 a ie Figure 3 Search A 21 a Key Note click on the section hide icon section details tar L z i a z 1 19 ru i Fac Dana trant Lean Lapi
22. not appear in the Inbox grid listing The review process assignments are not made until the request is submitted so the reviewer and process roles are not yet identified Figure 2 Find Existing Capital Column Descriptions ID System generated ID assigned to capital request upon request creation Click to sort ascending or descending Facility Clinical Engineering Facility Code assigned to each facility CV FP GB Visual indicator of compliance for the request to the following categories e Contracted Vendor CV Selected vendor 5 a HealthTrust Purchasing Group HPC vendor o Green HPG vendor selected o Red HPG vendor available but not selected o Yellow No HPG vendor available e Fair Price FP Capital Equipment diligence review will determine if The pricing 5 consistent with or better than the HPG or best known pricing given the volume and terms offered o Green Equal or better than or best known pricing o Red Exceeds HPG or best known pricing o Yellow No known comparative data may require local legal review Group Buy Indicates that purchase is made as part of an available Group Buy within the fiscal year o Green Group Buy participant o Red Elected not to participate in available Group Buy opportunity o Yellow No Group Buy available Item Modeltt Key item description and model if entered of request item Click to sort ascending or descending Status Process progress
23. place of a date time stamp If the functional area is 9 et 90121 a review date time stamp is not needed for the commit funds process step Z Statue TT vendor STRYKER CAPITAL enr Errbered Crerenta 2733 pm ET Submitted a aie Loira JEL 09 15 pm ET Capital Rewewer E Pre Fita Regie O Cea Fag Review 5 hire nmt Coen Funds Final Approval Freire Figure 36 Review Work List Note The 9 Not Required option is set for each facility and cannot be customized for individual requests Print Tab Selecting the print tab option will enable the user to print the CRS project report The option to either print to paper or to export is available on this screen Click on the print icon to print Select the export format you desire and click on the export button next to the refresh green arrows icon Print to paper Inbox Search New Capital Reports Admin Tech Assessment Home gt Request gt Frint Export button Documentation E d leti ei e Nexi z m Ni Expo Notes Quotes History Capital Info ect a format Select format XML with report data comma dehmited port Formats CRS 4 sie en TIF
24. Catholic Health Initiatives TEAMNet User Manual Capital Request System CRS s oscenter t TEAM NET Manage Prafile Logout Capital ASSET MANAGEMENT KNOWLEDGE MANAGEMENT a T I r Version 1 0 Published June 2012 CATHOLIC HEALTH INITIATIVES A spirit of innovation a legacy of care Table of Contents Program Overview 4 C OJI c 5 I 5 l CapitalReguest entered T 6 MEME 11 14 o TERRE ET 6 V S OOOI OW 4 Request transfer to CHI Connecl 7 PAIE CR POCO REA Menu Selection Descriptions Blue Navigation 8 My Inbox Menu 5 9 To Find an Existing Capital REQUEST T T UU T 9 Column Descr tios RNC 9 ls n M 9 eE 9 42 110 10 l j M E 10 10 Duos m 10 M
25. G contract vendors for the item description Click the down arrow reveal list of contract vendors and any matching the text entered in the field Item Description Anesthesia Machines 12345678910 Vendor Request Quote B DATEX OHMEDA 121924 APSC VENDOR FORM NEEDED B DRAEGER MEDICAL INC HPG Exp 10 31 15 100306 APSC VENDOR FORM NEEDED Facility MINDRAY DS USA INC HPG Exp 11 30 11 142941 APSC VENDOR FORM NEEDED Department Figure 10 Select Vendor If the vendor field is blank the list displayed shows HPG contracted vendors followed by the entire list of vendors in numeric alpha order The grid is not capable of displaying the complete list of vendors Pre filtering for non HPG vendors is recommended MUUE SELECT IVTDGEL Priority 4 B Item Description Sport Beds PTT T Vendor Request Quote DIRECT SUPPLY EQUIPMENT 133269 APSC VENDOR FORM NEEDED B HILL ROM 119104 APSC VENDOR FORM NEEDED FaditY STRYKER CAPITAL 127110 APSC VENDOR FORM NEEDED Department 1 NATION TECHNOLOGY USE 127875 119495 APSC VENDOR FORM NEEDED 3 Project 123 WELLNESS INC 167550 APSC VENDOR FORM NEEDED 2ND WIND EXERCISE EQUIPMENT 140591 APSC VENDOR FORM NEEDED Funding Source 2XL CORP 140592 APSC VENDOR FORM NEEDED m n 3 WIRE RESTAURANT APPLIANCE 133537 APSC VENDOR FORM NEEDED al 00 Projected Qty Projected Budge
26. ables facility staff to document and process capital expenditure and to manage that process from initiation purchase A capital expenditure can be entered and the details stored and supplemented with related documents When ready to proceed the system provides means to store additional information including quotes provides an electronic review workflow and finally transfers the approved funded and released capital request to the CHI Connect interface for requisition processing and purchase order issuance Managers can view the aggregated needs list and monitor the process of specific requests The system lists all capital need recorded by an MBO for managements use prioritization and alignment with strategic initiatives The system provides electronic review processing and notifications and automates the interface for submitting the requisition with the CHI Connect system for PO issuance This system also categorizes capital needs the Catholic Health Initiatives may use to identify potential purchase bundling opportunities to achieve better terms and pricing from the vendor community Components of CRS 1 Security Login is required access all TEAMNet and CRS functions Each User is provided a profile enabling a specific set of functions within TEAM The profile consists of two elements Note see chapter 2 of TEAMNet Users manual for detail instructions to become a registered user i Facility Access determines which
27. bottom proceed CATHOLIC HEALTH INITIATIVES spirit of innovation a legacy of care
28. e changed until the Complete Quote button is activated Return the Quote tab If quote revisions are required select Request Updated Quote The Vendor notification screen appears Quote Contacts Quote 1234567890 Facility Facility Name Vendor Vendor Name National Contact National Contact Name user damain com Quote Request Note This will be included on the email to the vendor contacts Revise Quote Cancel Figure 30 Quote Contacts Complete Quote Request Note then click on Revise Quote or Cancel This creates a duplicate record that allows line item edits EN intesa ET TD rn bhri E Hazel Hung Heus gt Cubbas etm Domeenin Qucbm Y Haben Print anos den KI Ky Iren Mija Quote Prize Created By i 095 TER HL ET SH D Come Cracenar Zar ere ET ur mE E El LI SIEMETIS HEALTHCARE Eg prier 2 00 Comi r erster FETU amem Figure 31 Quote Tab Line Items The original quote details in the listing are changed to a strikethrough font to indicate the status is inactivated The details can still be viewed for reference by clicking on the 2 icon Note the Awarded checkbox can no longer be selected for this record The original quote is duplicated with all line items and assigned a new Quote ID
29. eGate Connect Image Now CATHOLIC HEALTH INITIATIVES CRS Interface to CHI Connect Figure 48 CRS Workflow Appendix E Q amp A s Q The vendor selected says APSC vendor form needed What do I need do This indicates that the vendor purchase from location is not associated with this vendor for this facility Please complete the appropriate fields of the APSC Vendor Maintenance Request Form and submit to APSC via email Please ensure that you note CRS in the subject line of this email If this is an urgent request please indicate as such as to avoid potential delays in the process You ll know that this process has successfully completed when the APSC vendor form needed longer appears after the vendors name in your request Q chose the wrong vendor in my request and the purchase order has been generated How fix this A Contact the senior buyer to cancel this purchase order Then contact the TEAM Help Desk to change the status of this request to Entered This will allow the submitter to make the appropriate changes and reapprove the request to initiate the CHI Connect interface again for a new requisition and purchase order to be issued f u with Rodney determine if HD can set this status to Entered through the database to allow these updates Q The purchase order lines do not match the lines components of the quote A
30. em description vendors under consideration budgeted amount priority fiscal period funding source and others 2 Collaborative Information C Quotations spreadsheets plans brochures and other document types added and stored for review 3 Review Workflow d A predetermined review workflow ensures that stakeholders are involved in the process By putting the workflow online users can view who has and who has not reviewed the request to facilitate processing 4 Request transfer to CHI Connect e Once the review is completed and funded the request is sent a transport mechanism for import into CHI Connect to be processed as a capital and purchase order issuance Basic CRS Process l Request Created and quote information is entered Quotes solicited from vendors At least one is required The system will accommodate several vendors for consideration on each request b Key stakeholders and support function teams are brought in to collaborate and coordinate planning preparation installation and service support activities as needed Quotes received and refined as needed d Quotes marked completed e When ready to make selection one quote is Awarded 2 Request Submitted Quote reviewed for completeness and accuracy b Typically this role is performed by Material Manager or designate Submitted to begin review workflow 3 Review Process begins a Capital Diligence contract co
31. er 1 is highest and 10 is lowest This selection is the facilities discretion Function Buttons here are three function buttons e Save e Reset e Delete Save The Save button will store and retain all changes A green bar appears if there are no data validation errors and the data is successfully stored Info Motes Documentation History Print w Request Saved REQUESTER 1 24 7011 8 40 Key item Beds youth and Cribs CRS 90 Ststus Entered Figure 12 Save Request A red information bar indicates a data validation error The data element requiring attention will be displayed within the red bar QJ Department Required Reset The Reset button discards any changes and sets the in all fields back to the previous successful save Delete The Delete button will remove the item entirely from the CRS list This action is permanent so a confirmation message is presented Select OK to confirm your choice to delete the record Figure 13 Message from webpage 1 10 2011 3 3 Are vou sure vou want to delete this capital request DICAL CTR NORTH Figure 13 Delete Request After creating capital request detail enter vendor information and quotes Enter Vendor Information and Quotes Below the blue navigation bar will be six tabs Capital Info CRS Notes Documentation Quotes History Print Capital I
32. ers that this note warrants attention _ 22 New Note E Notify All Participants SpellCheck INotes are used to document aditional information not captured in data a fields Figure 16 Enter Note The notepad also has spell check capability This is a standard Microsoft spell check sub application similar to other spell check applications Users can choose from a suggestion list by highlighting the correctly spelled word and clicking the Change button New Note Spell Check v Notify qM Hot in Dictionary Notes al in data fields fields 14 Ignore Add Custom Suggestions 0 additional Change Change All Figure 17 Note Spell Check Users can also elect to Ignore the misspelling in their own note or add the perceived misspelled word to the dictionary by choosing Add Custom Note One word of caution the dictionary serves everyone who uses the application across the system Adding misspelled words will prevent the spell checker from identifying the misspelled word for everyone else If a user is not absolutely sure of the correct spelling please choose ignore With that said healthcare has many specialized words that are not found in a standard dictionary Adding correctly spelled words will assist all users in the organization Documentation Tab The documentation tab allows for the upload and storage of additional
33. facilities information a User can view or access Users with responsibility for more than one location can view information for multiple locations ii Roles also referred to as Groups determines which modules of TEAMNet appear in the application header and which functions a user is permitted to perform within the assigned modules CRS has three roles 1 Capital Users Basic user access enabling the creation of a request the adding of notes and documents 2 Capital Recommit advanced access enabling a rejected request to be transferred to CHI Connect an additional time This is necessary complete the purchase order process if the CHI Connect import routine fails This role is usually reserved for a Material Manager or Finance staff member 3 Capital Admin Reserved for CHI National Staff Enables the adding and editing of facility project information used in the CRS module the facility workflow process and the editing of facility vendor contact data This role also manages the key item description list the group buy contract schedule and the national vendor contact data ii In addition to the profile the CRS system uses a workflow list to control the capital request process to ensure the completion of predetermined review and approval processing before enabling next steps to be accomplished 1 Capital Request entered b Records amp classifies the capital request This includes basic data elements such as key it
34. file Attachment p Mame Requester CR5 doc Refresh Fite Microsoft Word Document 353kB Requester CRS doc From teammnet catholichealth net K While files from the Internet can be useful some files can potentially harm your computer IF unu nat trust the source do not open or save this file what s the risk Type of file attached and option ta download is avallable Click on the green arrow icon to save It on E local drive or to open it for review Figure 19 Adding a Document Adding a Document To add a document click on the select button to open a window browser Figure 16 and select the desired file Click on the file name to select the file and then select Open to complete the selection Figure 17 Click on open to continue to the add attachment window and select upload Figure 18 gt a m Profis el Logout Capital Enti Seareh Capital Add Attachment Home gt Capital Recuest gt Aftachements File Infz ET REMOS Ugless To add an attachment click on the select button which will apen a browser for vou to navigate to document within a folder gemein Desai MCARTE AEs dem Figure 20 Select Attachment ea Teo A ARA uuu REQUESTER 9 Win Choose File to Upload Look in CRS Equipment Procurement e m 7
35. mpliance amp pricing b Functional Area Reviews support stakeholder sign off 4 Funds Committed Lawson financial information is entered Funds amp Request released 6 Request information exported and transferred to CHI Connect for requisition processing and purchase order issuance Capital User This is the user dashboard for the Capital Request System figure 1 This screen displays active requests that the user has both a a role with reviewing or processing and b that has been Submitted which initiates the review workflow Basic filters enable the user limit the records presented in the display listing The Search tab and the Search menu selection in the blue navigation bar present additional filtering options gt w ces ya ska 5185 Angl Capital invclvimng Paricopaton kan Due try Has 1 ID Facility CV FP GB Item Model Attach Floral Purchase By Aran t raIrh records dap Figure 1 User Dashboard Menu Selection Descriptions Blue Navigation Bar My Inbox user dashboard contains two tabs Inbox tab list of requests filtered by bullet selection e Capital Involving My Participation default presents list of all capital
36. nfo Tab The capital info tab contains the capital request detail When any other tab is active the Capital Info tab updates to display the CRS Fmi attachment a Dispiays CAS ED E wher tabs are agiectacd E Pie cures Tepe rrr web conbut nmiamage 4 cune Phi E 11 pet irs Archie 22013 mnm Multiple fie upload Figure 14 Capital Info Tab Notes Tab The notes tab provides an informal informational and collaborative space for users document relevant information not captured in data fields or to provide additional details and comments A list of notes is displayed in the note tab Any note can be flagged red by any user for review If the notification system 15 turned on for the facility the system will send an email notice to all participants in the review process for this request informing them that a note has been flagged eh aire ae Th oe w ELTTTTTTET a nai CAL DAJ Tub Fi m iungi ides maed zero Lag Figure 15 Notes Tab Notes can be marked Notify All Participants Checking this box will send an email to all participants in the review work list which signals oth
37. ry Request 03d Quos Quote Attachments uote Hiti obe Prine aca Hore 2454 L406 p H3 Creed 242 Cone 1754 1 2735202 2 23 z isj Line 0 Lire kean Crashed gt 24507017 nali EE Line Keri Coested 24562007 Did remasr centres and Best quote far arenizer sane mith per carie 3 cg sinar and LIS 8511458 Crested DOMUI and best pricing quote far analyrer akana mith bar DE SP Conve Cosa and LIS interface Taxt aidad demanstrate hatar Figure 33 Quote History Quote Print Tab ncn Wie Lips At Rr gt Fitted gt gt Qual gt Baqume 004 Quen inier a V ui nene Quote 1095 CRS 1094 Faeility St Anywhere febeckcal Center Propaxt Deparment Cinica Laboratory Kay keme Lab Equpment Description analyzer Purchase Dae 715 2012 5152012 Fiscal Year 20111 Quantity 1 5158 000 00 Other Cos 512 000 Priority J Cara Beaches E
38. s 15 Figure 7 Add Capital ied MA 16 Figure 8 Add Capital Request Error aaa 17 Figure v Capital Request Detall 18 TO escam MEME MEME 19 Figure 11 Select Vendor I 19 Figore 2 rer 21 R eU Em 21 Figure 14 Capital Info 22 15 NOTES LLL u uu n 23 To 4 55 Em 23 4 24 Figure 18 Documentation 25 HOUIS 26 Figure 20 Select 27 Figure 21 Select ATfachmenL1 27 Figure 22 Select 28 Figure 23 Upload 29 Figure 24 Attachment 30 25 FIle INIO ID uu L Ent 31 Figure 26 Quotes TaD
39. s Count Report Figure 39 Reports Select the desired report ms L MARY S HEALTHCARE CENTER MERRE Or ver aym enn 28 1 got Bode Adut Secs 2011 Bets Eada 2011 Bede Bada 123 2011 Beds Adu 2011 Barats Emu Dm 2011 Beds Accessones Bets Accessor es 30 45 4i 13 TUE Figure 40 Reports LET M Q L les M e ue CRS LAWSON STATUS ses c wir Wei Reik Figure 41 Reports Myinbor arch Uni Reports Ce CRS Status Count Report ORS Se Reson CRS Statue of Lawson Recon Facit ST MARY S HEALTHCARE CENTER 8480 v Reset 18 CRS Status Count Report a Ae aran se a Jes b H x CRS Status Count au ST MARY S HEALTHCARE CENTER PIERRE Number of Request in each Status Figure 42 Reports Admin Menu Selection Not present for all users opens admin screen for managing system tables Tech Assessment Menu Selection Provides list of Clinical Engineering CE equipment with category scoring from Technology Assessment Manage Profile Name password and email address may be managed through the Manage Profile selection at the top of the screen STEAM wer Seled to change pa
40. ssword and other Capital features User Edit MI Lest Suffix Titles SMS Address 9 I am omeri In the Office am cumenthy Out of the Office New Password Cofirm Password pe Paging Sie 50 Time Entry Style Selection Manus Entry Facility ID D efauk I Listing Code Facility Figure 43 Manage Profile Appendix B CRS Report Quote 1095 Facility St Anywhere Medical Center CRS 3 1094 Project Department Clinical Laboratory Key Item Lab Equipment Description Immunochemistry analyzer Model Purchase Date 721522012 Install Date 35 15 2012 Fiscal Year Otr 2011 71 Quantity 1 Building Cost 156 000 00 Other Cost 12 000 00 Priority 3 Leased Capital Mo Patient Care Reviewable Building Project Task User Phone Date Performed Bequired Submitter Alie Acquire True Capital Diligence Phil Englert True Facilites Review Paul Plantman False Clinical Eng Review Mark Medevice True IT Review Iona Infobit False Cammit Funds Alie Acquire True Final 4pproval Francis Funder True Vendor BECKMAN COULTER IMC Contact Email Rodney Microcodeinc com Phone Catalog Description Oty Unit Unit Price Extended 6 0 ACL 500 CTS System w Printer and UPS 1 each 49 500 00 49 500 00 SLGP TA LIS interface and barcode scanner Figure 44 CRS Report Total 49 500 00 5
41. st More Search Options When carrot pull down option enabled Model List of all previously created model numbers and descriptions in the system Users can enter either a model number or a description to filter the list by those criteria The presented list is dynamically filtered to match entered text Item Description Free text field for item description Search will find any descriptions containing the entered text Note This is not an exact search Priority Select the range of priorities by moving the left and right sliders to create a range within which to search 1 is highest and 10 is lowest Funding Source Select one or more funding source s by checking the box to the left Lawson PO Search by PO for completed request Facility MBO s with multiple facilities Search by Facility Department Search by corresponding Facility Department These 4 options utilize an All Yes No pull down selection e Leased Capital indicates request item will be financed through a lease e Building Project indicated request item is part of a building project e Reviewable indicates unit exceeds reviewable capital threshold of the facility e Patient Care Equipment Indicates request is for a medical device Vendor List of all vendors in the system Users can enter either enter vendor to filter the list by those criteria or select from the pull down menu The presented list is dynamically filtered to match entered text
42. t 315U UUU UU T Figure 11 Select Vendor APSC Vendor Form Needed appears following vendor name informs the user that this Vendor Purchase From is not associated with this facility Please complete and submit the APSC form at this fime to avoid delays with the request process see appendix If the desired vendor is not listed complete and submit the ASPC form to get the vendor added first to Lawson and then into the CRS system Request Quote For future use Facility Department Project Completed when request added Funding Source Select funding source from list Purchase Enter last date purchase order be placed to meet installation requirements Install By Enter date for receipt or installation completion Note Install By Date must be equal to or greater than the Purchase By date Quantity Number of units to be purchased Projected Budget Estimated total cost Other Cost Cost of ancillary expenses 1 shipping manuals accessories installation Quote Cost Auto populated from the awarded quote Fiscal Period Select period when purchase required Select Yes or No for the following fields e Leased Capital item to be leased e Building Project Part of a building project or Master Facility Plan MFP e Reviewable The total cost exceed the threshold for CHI reviewable capital e Patient Care Equipment Medical Device Priority Assign the priority by moving the slid
43. tering a partial department name Project Optional Select from projects created for this facility by local administrator Key Item Select best fit from the key item list Key item is for general classification purposes only The list can be filtered by entering a partial item name If Key Item is not available enter other and request a new key item description to be created by Capital Program Operations staff Item Description The item description fills in when the Key is selected This field may be overwritten by the user to provide additional clarity Fiscal Period Select the quarter left box and year right box for the anticipated fiscal period of the expenditure Click Add Request button to create request The request status will be Entered gt Add Fidiy Cenc Dapatment Prajari hay EESTI srl Desmptin Spot Bede 4 Hern Foci Pernod Figure 7 Add Capital Request If any required fields are not completed an error message will appear upon clicking Add Request If there are multiple errors the system displays the first encountered All errors must be resolved before proceeding CEMENTS Coscenter Manage Profile 91 Logout Search Hew Capital Reports Tech Assessment Home gt Add Capital Request LX Department Required
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