Presentation: Data Requirements Review

ACL Data Analysis – Cost Management

Data Requirements Review

[Organization Name]

[Date]

Opening

Our goal - To review the data file requirements for the proposed ACL software. Identify the systems involved Identify any data concerns that may existEstimate the effort required to develop the data

sources.

Applications / Data Sources

Pathways Financial Management (PFM)Accounts Payable data

Pathways Materials Management (PMM)Purchasing data

LawsonPayroll & Employee data

StarAccounts Receivable data

Third Party SourcesCredit Card vendor transaction data

System DiagramACL Software

PFM PMM Lawson Star Third Party Source

AP Payments

AP EFT Payments

AP Payment Adj

AP Vendors

AP Vendor Bank Info

PO Transactions

PO Cancellations

Travel & Ed. data

Payroll Payments

Terminated Emp.

Employees AR Invoices

AR Outstanding

AR Transactions

AR Clients

Credit Card Trans.

Prohibited Merchants

Holiday TableSales Orders

AP Invoices

AP Invoices

AP Vendors

Summary – Data ConcernsPFM & PMM

Most of the data is available with a few difficult fields. Invoices reside in both PMM & PFM but and item level

descriptions, unit price & qty only exist on the PMM side. Vendor data – vendor bank account info does not exist (not

true EFT actually wire transfers) Vendor data – limited vendor tax information typically just

1099 vendors Vendor data – employees exist in our vendor file as

expense checks were formerly done in PFM until the change to Lawson last year

Vendor data – large file with many similar or duplicate vendors, prior versions of software did not allow inactivation

Summary – Data ConcernsPFM & PMM

Vendor data – exists in both PMM & PFM and PFM will also contain patient refunds from Star & IDX systems

AP EFT Payments – not true EFT but cash wire transfers with our bank

Sales Orders Canceled – not applicable to compare with Purchase Orders canceled

Summary – Data Concerns

LawsonTravel & Education data - Trip level data that does not exist,

detail available is typically Payee, Amount & GL Account number associated

Most of the data exists except some calculated fields such as gross pay

Confidentiality is the primary HR concern with payroll and bank account information

Summary – Data ConcernsStar

Will require further definition including the IT Development team, Corporate Compliance staff, Patient Financial Services staff and the software vendor (ACL).

Some of the analytics may have to be rewritten by ACL Consulting Services completely to align with healthcare billing process and procedures AR Invoices – some combination of our patient charge

master and billing tables AR Clients – credit limits and credit review data may not be

applicable AR Outstanding Invoices – older accounts may be

outsourced which could be a factor An ongoing process - defining the data needed and how it

will be analyzed will be the biggest challenge

Summary – Data ConcernsThird Party data

Will require further investigation to determine data availability for detailed credit card transactions from our credit card vendors. AP data will consist of lump sum payments and any detail to back up departmental transactions is paper based.

Developing secure file transfer protocols with the third party source

Data upload frequency ACL suggests monthly uploads

Summary – Data ConcernsData file consistency – Best Practice

Engage the IT Technology staff to produce files from the various core applications Automated file creation limits the dependence upon

individualsUtilizing desktop exports and other tools such as sql query

analyzer are not reliable as data file creation sources. Data can shift and get skewed with desktop version changes

(MS Office, Excel, SQL) causing the imports to be remapped frequently

Common delimiters such as comma or space delimited create data issues – suggest bar delimited or fixed width files

B01 – AP Duplicate Invoice Review (Novice ACL skills required)

B01 – PMM or PFM AP Invoice Table

Test 1: Invoices w/same Vendor No, Trans Type, Inv Amt

& Inv Date

Test 4: Invoices w/same Vend No,Inv No & different Inv Date

Test 2: Invoices w/same Vendor No,Trans Type, Inv No, Inv Date &

Inv Amt Test 5: Summary Outputs

Test 3: Invoices w/same Vendor No,& similar Amts

B04 – AP Vendor Balance Review (Novice ACL skills required)

B04 – PMM or PFMPFM

AP Invoices

Test 1: Review credit invoices to identifyVendor with a positive balance

B07 – Travel and Entertainment – Meal Review (Novice ACL skills required)

B07 – LawsonTravel & Education

Test 1: Identifies travel expense in excess of daily limits

B08 – AR Open Item & Sales Price Review (Novice ACL skills required)

B08 – StarAR Outstanding Invoices

AR Invoices/Sales

Test 1: Outstanding AR Aging Invoice Due Date

Test 3: Identify inconsistent patientcharging

Test 2:Profile unpaid accounts by due dateInvoice Due Date

B09 – Charge Card Duplicate Transactions & Limit Review (Novice ACL skills required)

B09 – Third Party DataCharge Card Transactions

Test 1: Identify possible duplicatecharges. Same card, merchant, date,

amt, vendor no & description

Test 4: Identify possible circumventionof daily limits

•Test 2: Identify possible duplicatecharges. Same card, description,

& amt within 7 days

Test 5: Transactions to same card,vendor, product no, date & sum

exceeds daily limits

Test 3: Identify possible duplicateCharges. Same card, description,

amt & vendor within 7 days

Test 6: Transactions to same card, product over several days to various

Vendors and the net amt exceeds limits

B13 – AP Vendor Master Review (Novice ACL skills required)

B13 – PFMVendor Banking Information

Vendors

Test 1: Identify vendors with the same banking information

Test 4: Identify vendors with same address details (exact match)

Test 2: Identify vendors with the same name but different code

Test 5:Identify vendors with same Numeric address details

Test 3:Identify vendors with similarnames

Test 6: Identify vendors with sameFed Tax ID

B14 – AP Invoice Split Review (Novice ACL skills required)

B14 – PMM or PFM PMM

AP Transactions

Test 1: Identify invoice data that is possible circumvention of purchasing

approval limitsItem Description, Unit Price, Qty

B15 – AP Payment Activity Review (Novice ACL skills required)

B15 – PFM AP Payments

Test 1: Review payment activity pattern by payment counts and amounts

B16 – AP Vendor Purchase Review (Novice ACL skills required)

B16 – PMM or PFM AP Invoices

Suggest PO data instead

Test 1: Review purchase detail by vendorand product code to assess purchase

volume opportunities

B18 – Accounts Receivable Client Master Review (Novice ACL skills required)

B18 – StarAR Clients

Test 1: Review AR Clients to identify potential credit vulnerability based oncredit limits and credit review dates.Test may need to be rewritten for

healthcare environment

B20 – Accounts Receivable Duplicate Clients Review (Novice ACL skills required)


Test 1: Review AR clients to identifyclients with different address, duplicateclients with same address & duplicate

clients with same name.

B02 – AP Discounts & Prices Review (Intermediate ACL skills required)

B02 – PMM and or PFMAP Invoices, AP Payments, &

PO Transactions

Test 1: Identify Invoices Where a discount appears

to not be applied or applied incorrectly

Test 3: Identify vendors who appear to increase purchase price

PO Detail availableProduct No, Qty & Unit Price


No PO Detail availableProduct No, Qty & Unit Price

B03 – AP Payment Review (Intermediate ACL skills required)

B03 – PMM & PFMPMM

AP Invoices & AP Payments

Test 1: Identify Invoices Where a discount appears

to not be applied or applied incorrectly


PO Detail available


No PO Detail available

Test 4: Identify payments paid after due date

B05 – AP Payment Terms Review (Intermediate ACL skills required)

B05 – PMM or PFMPFM

AP Invoices & AP Payments

Test 1: Identifies inconsistent payment terms by vendor

B11 – Travel & Entertainment Claim Review (Intermediate ACL skills required)

B11 – LawsonTravel & Entertainment Transactions

Terminated Employees

Test 1: identify possible duplicate claimsw/same Emp ID, T&E code, date, amt

& trip

Test 3:Identify T&E amts for terminated Employees before the expense date

Test 2: Identify amts just under approval thresholds

B12 – AP Electronic Funds Transfer Payment Review (Intermediate ACL skills required)

B12 – PFM Vendor Banking Information

AP EFT Payments

Test 1: Identify EFT transactions withsame bank info & different vendor code

or duplicate transactions

B17 – Payroll Payments Review (Intermediate ACL skills required)

B17 – LawsonPayroll Payments

Employees

Test 1:Match payroll payments to Employees to identify payments to ghost

Or terminated employees

Test 2:Review payroll payments to identifyemployees receiving more that one

per pay cycle

B19 – Accounts Receivable Billing Review (Intermediate ACL skills required)


AR Transactions

Test 1: Review AR transactions to profileclients with a high number of

adjustments or write-offs compared to their charges.

B06 – Conflict of Interest Employee Vendor Review (Advanced ACL skills required)

B06 – PFM & LawsonVendors & Employees

Test 1: Identify name match between employeeAnd vendor tables

Test 4: identify common matches for SSN & Tax ID

Test 2: Identify common numeric address fieldsNumeric address plus postal code

Test 5: Identify common matches for bankAccount details

•Test 3: Identify common alpha address fieldsAddress, city, state, postal code

B10 – Charge Card Questionable Charges Review (Advanced ACL skills required)

B10 – Third Party dataCharge Card Transactions, Holidays

Prohibited Merchants

Test 1: Identify questionable charges Made on non-business days. Weekends

Or Holidays

Test 2: Identify questionable chargesBased on user defined key words,even dollar amts or for prohibited

merchants

B21 – Sales Management Sales Order & Purchase Order Review (Advanced ACL skills required)

B21 – PMMPurchase Orders Canceled

Sales Orders Canceled – Not applicableTest script may need to be rewritten for

Healthcare environment

Test 1: Monitor the volume of sales canceled & compare to purchase orders

canceled during the same period to identify funds tied up in unnecessary

inventory.

Summary Analytics & Tests

ACL Novice Level 11 Analytics consisting of 27 test scripts

Green light – 11 test scripts Yellow light – 7 test scripts Red light – 9 test scripts


ACL Intermediate Level7 Analytics consisting of 15 test scripts

Green light – 9 test scripts Yellow light – 5 test scripts Red light – 1 test scripts


ACL Advanced Level3 Analytics consisting of test scripts

Green light – none Yellow light – 5 test scripts Red light – 3 test scripts

Implementation ChallengesMajor implementation challenges

Resource allocation PMM & PFM perspective

PMM & PFM version upgrades underway (required for FRx) FRx Financial Board level reporting must be replaced by January PFM ERP Portal implementation – prefer with FRx

Lawson perspective Implementation of Lawson Self Service Hospital wide Job Description Assessment tool Lawson & Kronos upgrades

Star / IT Development perspective Relay Health project All Scripts interfaces Interface Engine Replacement

Timeline & FundingTimeline

Contract & Purchase FY 20XX Implementation TimelineFluid timeline based on resource availability with current

projects in process Funding

Will hardware & software be purchased from the Corporate Compliance budget?

Vendor consulting services Recommend a bank of ACL Consulting Services hours to

be used as needed Implementation & Script Redesign Advanced analytics

Next Steps

Start contract negotiations if purchase is for next FY

Obtain server specifications for hardware purchase

Obtain project plan from vendor to customize to internal resource availability

Start discussions with Human Resources on confidentiality concerns

Start internal discussions on data concerns

Obtain Import File Specifications

Presentation: Data Requirements Review

Documents

Transcript of Presentation: Data Requirements Review