Breadcrumb

Expendable Inventory Management System: Oversight of Migration from Catamaran to the Generic Inventory Package

Report Information

Issue Date
Report Number
17-05246-98
VISN
State
Arkansas
Delaware
Maryland
North Carolina
Pennsylvania
West Virginia
District
VA Office
Veterans Health Administration (VHA)
Report Author
Office of Audits and Evaluations
Report Type
Audit
Recommendations
6
Questioned Costs
$0
Better Use of Funds
$0
Congressionally Mandated
No

Summary

Summary
The VA Office of Inspector General (OIG) conducted this audit to assess the Veterans Health Administration’s (VHA’s) oversight of VA medical centers’ migration from the Catamaran inventory management system to the Generic Inventory Package and to determine if the medical centers accurately managed expendable supply inventories. In March 2017, the OIG received a confidential complaint that the Washington DC VA Medical Center (VAMC) had equipment and supply issues. The OIG conducted an inspection and issued its report, Critical Deficiencies at the Washington DC VA Medical Center, in March 2018. The report found the DC VAMC had serious issues with its inventory management. The DC VAMC later migrated to the Generic Inventory Package as part of VHA’s change in inventory management systems. The OIG audit found that other VAMCs encountered challenges as part of the migration and that significant discrepancies existed in inventory data for expendable medical supplies. Also, proper inventory monitoring and management were lacking. Some of the issues stemmed from the failure to provide adequate oversight of the migration. The OIG also identified other factors that caused inventory data inaccuracies, including inaccurate or nonexistent general inventory management practices. The OIG made six recommendations that the Office of the Under Secretary for Health implement controls to annotate supply item distribution; strengthen physical inventory documentation procedures; implement controls to ensure storage access procedures are posted and supply item logs are complete; make certain barcode labels are affixed at item storage locations; strengthen procedures for the quality control review process; and update quality control review documentation.

Open Recommendation Image, SquareOpenClosed and Implemented Recommendation Image, CheckmarkClosed-ImplementedNot Implemented Recommendation Image, X character'Closed-Not Implemented
No. 1
Closed and Implemented Recommendation Image, Checkmark
to Veterans Health Administration (VHA)
The Executive in Charge, Office of the Under Secretary for Health, implements controls to ensure VA medical centers comply with policy to accurately annotate distribution of supply items.
No. 2
Closed and Implemented Recommendation Image, Checkmark
to Veterans Health Administration (VHA)
The Executive in Charge, Office of the Under Secretary for Health, implements controls to ensure VA medical centers comply with policy to make supply logs available, include all required elements, and are used by VA medical center staff.
No. 3
Closed and Implemented Recommendation Image, Checkmark
to Veterans Health Administration (VHA)
The Executive in Charge, Office of the Under Secretary for Health, strengthens procedures for VA medical centers to sufficiently conduct and document physical inventory results and retain documentation as required by VHA policy.
No. 4
Closed and Implemented Recommendation Image, Checkmark
to Veterans Health Administration (VHA)
The Executive in Charge, Office of the Under Secretary for Health, strengthens controls at VA medical centers to ensure supplies are consistently secured.
No. 5
Closed and Implemented Recommendation Image, Checkmark
to Veterans Health Administration (VHA)
The Executive in Charge, Office of the Under Secretary for Health, ensures VA medical centers affix barcode labels for all expendable supplies at the locations where the inventory items are stored.
No. 6
Closed and Implemented Recommendation Image, Checkmark
to Veterans Health Administration (VHA)
The Executive in Charge, Office of the Under Secretary for Health, strengthens procedures for the Veteran Integrated Service Network Quality Control Review process, ensuring a thorough review is conducted and action plans are developed and executed to address identified deficiencies at the VAMCs. In addition, update the Quality Control Review document regarding VA medical center security, access requirements, and improper distribution of supplies.