TO0001PWS_AttachJ_DMLSSDataMigrationOverview.pdf

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MILCON DMLSS Data

Migration

- FOUO -

9 April 2014

HFPA Project Execution Division

CW2 Kevin Peace

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AGENDA

• Purpose

• Background

• Value Added

• Process Overview

• Tools

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• Goal: Ensure a safe environment of care for AMEDD beneficiaries through the accountability and maintenance of medical devices.

• Objective: Populate Defense Medical Logistics Standard

Support (DMLSS) system with all accountable and medical equipment records prior to first patient day.

PURPOSE

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• DMLSS data migration has been an ongoing initiative the past 5 years

• Automated migration is desirable as it eliminates large amounts of manual data population and facilitates normalization / standardization of equipment data

• Process first utilized at Fort Belvoir has been refined from project lessons learned

• HFPA has obtained formal support from JMLFDC for this initiative

BACKGROUND

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• Greater accuracy of data

• Requires less resources to accomplish

•Forces utilization of centralized device data

• Additional opportunities for data QC

VALUE ADDED

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PROCESS OVERVIEW

Spreadsheet Population

IO&T

Contractor

Transfer to

JMLFDC

MTF or IO&T

Contractor

Accept Transfer in

DMLSS

MTF

Validation and Work

Order Close Out

MTF / IO&T

Contractor

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PROCESS OVERVIEW

Procurement Make / Model information enables assignment of centralized device and manufacturer codes which can be used to create a new or utilize an existing catalog record which can be applied to individual equipment records

Records can then be migrated to MTF via JMLFDC for acceptance by MTF

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• Catalog Record:

• Assigns data that is specific to the equipment type

• Usually one for each JSN * if using U JSN’s

• Many individual equipment records could utilized one catalog record

• Device Code is the most important data element

• Must use centralized device code (provided)

• Equipment Record:

• Assigns equipment data specific to an individual item

• Ties to catalog record through Item ID

• There must be a corresponding catalog record for each equipment record

• Static Data:

• Completed one time, will not change

• Contains organizational information

SPREADSHEET POPULATION

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• Can be done by either IO&T contractor or MTF

• Currently no limit to amount of transfers

• Transfer documents must be numbered (i.e. Benning

Migration #37)

• Multiple transfers of <99 records can be sent daily

• Josh Kahue is JMLFDC Project Manager and the POC for transfer data

• joshua.k.kahue.ctr@mail.mil

• PH (301) 619-9183

JMLFDC TRANSFER

mailto:joshua.k.kahue.ctr@mail.mil

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• Recommend this is performed by MTF staff

• Recommend equipment is assigned to a “shadow customer” utilizing information from equipment notes

• Data QC can be performed by MTF at this time and discrepancies can be reported back to IO&T contractor

• Recommend creating a customer for equipment records that have obvious data issues (i.e. exam table make / model with radiographic room nomenclature)

TRANSFER ACCEPTANCE

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• Equipment location and maintenance verification is performed

• Automatically generated acceptance work order is closed out

• Equipment record is transferred to “live” customer

• If equipment cannot be located it will stay on shadow hand receipt until resolution

VALIDATION AND WO CLOSEOUT

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• Reference Workbook includes:

• Centralized Device Code Listing

• Centralized Manufacturer Listing

• 1691 Data

• JSN to ECRI mapping guide

• Listing of MTF Catalog Records

• Can be obtained from MTF

• ECRI Book

TOOLS

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Questions??

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