How do I prepare an inventory import?
Data Nomenclature and Formatting
Introduction:
The inventory import for your organization’s "Go-Live" is very important as it is your starting point for your inventory position. Any choices or mistakes are not easy to undo and could have significant operational consequences down the line. Unless your ERP has been integrated with our platform (contact us if you want to learn more about integration), once the data is imported any change to inventory will have to be executed manually in real-time in ConnectSx to keep your data accurate (and some data points cannot be changed by users).
This means it is critical that the handoff of data happens on time, according to plan, and without avoidable errors to preserve data integrity and keep your business operations on track. Failures or delays during this critical phase could result in lost transaction data or duplicated data between legacy systems and ConnectSx.
To ensure a smooth transition, there are some processes and standards worth considering as you engage in the on-boarding process and prepare a new inventory import.
Data Nomenclature and Formatting
While some device data is understandably unable to be changed due to Quality and Compliance standards, it is worth considering how your inventory data will be loaded and displayed for your users in the field. If they will be using an iPhone to engage with inventory data then long, cumbersome descriptions as well as short, over-abbreviated data points can make it difficult for your field staff and end users to do their jobs.
The goal should be to create and import data that is concise, efficient, and standardized across your product catalog, while also being sufficiently descriptive and informative. Think "How can we make our users nimble, knowledgable, and well-equipped in an urgent or complex situation?" Done effectively, a user should be able to search, filter, and find the information they seek easily, without excessive scrolling or re-searching. This is going to contribute to a highly responsive and knowledgable sales staff, able to deliver better outcomes to surgeons and patients when it matters.
Make sure to check your formatting and note that formatting may affect "0" (zeroes) at the beginning of a catalog, lot, UDI, etc. and cause them to disappear so make sure to pay special attention and make those fields TEXT formatting to prevent this.
Data Standards
Spelling: Inconsistent spelling in your data can become problematic for your users when they are trying to find an inventory item and it is not showing up. We suggest doing a sweep through your data prior to your Go-Live inventory import to verify that spelling is consistent across your data. You may have confidence that there are no spelling errors in your database, but many times on closer inspection we find it is not uncommon to discover inadvertent typing or transcription errors.
Consistency: In the same vein, it is important to make sure your data points are consistent across all of your inventory. Standardized naming and numbering conventions will make it easier for your users to identify what devices they are looking for and make sure the correct devices are getting used or transferred.
Tagging: Tags are another example where having common data standards can help your users to search and find inventory (Tags are essentially user-defined search terms). You may create a tag for any piece of data you'd like, but without standards your library of Tags can become bloated and messy, rendering them difficult to use. Having common Tags that you assign to every inventory item for a given reason or set of circumstances will ensure that your users know what Tags to search by and that they know what each Tag means.
The Audit Process
Accurate inventory counts are central to our ability to deliver the maximum value to you and your users. When you “go live” with ConnectSx we want to make sure that your inventory is 100% accurate so that any future inventory changes can be tracked accurately and to maintain an immutable chain of custody for your inventory. This way we can help you to recoup potential inventory losses, ensure all sales are recorded, and track the locations of your inventory in the field.
Most companies complete periodic cycle counts or physical inventory audits, which help to ensure inventory counts are kept accurate. While that is a great way to build efficiency into your ongoing practice, we strongly suggest a complete inventory audit prior to ConnectSx Go-Live to catch any possible inconsistencies before you are using the system in flight. We understand this can be a painful process and is not without its associated costs, but it will help you put your business and your customers in the best position as you deliver on the promise of exemplary care.
After going live with ConnectSx you’ll have the option of utilizing our premium Inventory Audit feature.
Note: An inventory import may be deleted IF AND ONLY IF no more than 48 hours has passed and none of the inventory has been changed, moved, or modified in any way. It is imperative that after an inventory import you review your data for accuracy, taking care to make sure the fields are populated properly. During this time it is recommended you prohibit users from using the inventory, perhaps importing it with a hold status or to a custodian not available to the rest of the organization so the data can be reviewed properly. To learn about deleting an import, check out this article.