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Last Post 10/13/2017 12:54 PM by  TerriS
Process Flow Timeouts/Escalation
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TerriS
MMIS Coordinator
Virginia Hospital Center
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10/13/2017 11:02 AM

    Can anyone share their schedule set-up with me?  

     

    The way we have it set up right now seems very convoluted, and I'm wondering if there's a simpler way to do it.

    Our current set up is:

     

    Requisition submitted - triggers email to Approver I

    After 2 hours - First Reminder email to Approver I

    After 3 hours - Second Reminder email to Approver I

    After 4 hours - Escalation - email to Approver II

    After 6 hours - First Reminder email to Approver II

    After 7 hours - Second Reminder email to Approver II

    After 8 hours - Escalation - email to Approver III

    . . . .

     

    Our LPA Admin is working on an alternate schedule for overnights/weekends, whereas, any requisition submitted after 4pm, will not trigger a First Reminder until 9am the next morning.  On Fridays, the first reminder will generate at 9am on the following Monday.

    How do others schedules compare to mine?

    Michelle Wetzel
    Lawson Procurement Systems Specialist
    Carle Foundation Hospital
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    10/13/2017 11:08 AM
    You are much more aggressive that we are. Our requisitions sit with each approver for 3 business days before escalating. After three days, it goes to level 2, etc etc. The approvers themselves are based on $ levels. Supervisors can approve up to $1000, managers up to $10,000, directors $25000, etc.

    We do have several people setup at level 1 for a particular cost center. It's a first come/first approve situation. They all get the request and any of them can approve it at that point. If the value is over their limit, it goes to the next level and so on.

    Michelle
    TerriS
    MMIS Coordinator
    Virginia Hospital Center
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    10/13/2017 11:25 AM
    Wow. That's a long time to have orders sitting out there. We were worried that 10 hours would be too long to get to the final approver. Our approvers are set up by dollar limits, too, but they differ between departments. For example, The Cath Lab Director can approve up to $25,000, where the Labor and Delivery Director can only approve up to $10,000. That's really based on their spend. The Materials Maagement Director is the final stop for any orders over the highest limits allowed. Thanks so much for your input.
    Michelle Wetzel
    Lawson Procurement Systems Specialist
    Carle Foundation Hospital
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    10/13/2017 12:03 PM
    One thing I should add is that anything that is inventory auto approves up to $5000 so our normal daily items from the warehouses aren't affected by the potential three day delay.
    TerriS
    MMIS Coordinator
    Virginia Hospital Center
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    10/13/2017 12:54 PM
    Similar to our process. Our inventory requisitions go through automatically, but they're not restricted. They auto-approve regardless of the dollar amount.
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