Materials Management Information Systems (MMIS) Manager

The Department of Hospital Finance at SUNY Downstate Health Sciences University is seeking a full-time Materials Management Information Systems (MMIS) Manager.

The MMIS Manager is responsible for the comprehensive management, adherence to business rules and integrity of the Materials Management Information System (MMIS). This role encompasses overseeing new product integration (maintaining, changing and adding data). The Manager is also responsible for providing expertise to acquire, manage, manipulate and analyze data, identify process improvement areas and conduct research to determine the best course of action to maintain data integrity of the MMIS functionally.

The MMIS Manager is crucial in maintaining ERP system integrity, managing GPO downloads, and supervising the master in the ERP.

Principle Duties and Responsibilities

Supervisory Responsibilities:

• The MMIS Manager will lead and manage a team responsible for the operation and maintenance of the MMIS. Responsibilities include hiring, training, motivating, supervising, and evaluating staff performance.

MMIS Database Management and Product Integration:

• In collaboration with others, develop and implement data collection systems and other strategies that optimize statistical efficiency and data quality.
• This includes maintaining clean item files free of duplicates and misinformation. Acquire abstract primary or secondary data from existing internal or external data sources and cleanse through established system.
• Create and present quality dashboards.
• Perform data entry, either manually or using other technology, when needed or required.
• In collaboration with others, interpret data and develop recommendations based on findings, support the management of system functionality like automated replenishment of warehouse supplies, and managing electronic data interchange (EDI} processes.
• Oversee the integration of new products into the MMIS database.

GHX/EDI Management and Optimization:

• Oversee the use of GHX/EDI for electronic transactions, ensuring efficient, accurate, and timely exchange of procurement data. Monitor the performance and reliability of the GHX/EDI system, implementing improvements as needed to support supply chain operations.
• Manage the vendor portals to streamline communication, aid timely invoice resolution improve transaction processing, and enhance vendor relationships.
• Expand the utilization of GHX/EDI capabilities to include more suppliers and contract categories.
• Collaborate with vendors to ensure that electronic data interchange aligns with contractual terms and supply chain objectives.
• Develop and maintain documentation and training materials related to GHX/EDI processes.
• Lead initiatives to optimize the use of the GHX/EDI system for better data accuracy, reducing manual entry and the potential for errors.
• Work with GHX/EDI systems to enhance electronic communication and transaction processing with suppliers.

ERP System Transition and Management:

• Lead the transition from Lawson to Oracle ERP systems, ensuring a smooth and efficient migration process.
• Develop a comprehensive implementation plan for Oracle ERP, including timeline, milestones, and resource allocation.
• Coordinate with IT and cross-functional teams to customize and configure the Oracle system to meet the specific needs of the hospital.
• Work with suppliers to implement punch-out services and supplier portals. Punch-out services allow requisitioners to go out to supplier sites under contract and pull back the item information to create a purchase requisition in the ERP. Supplier portals allow suppliers to see invoice errors and provide ability to make changes.
• Oversee the data migration process from Lawson to Oracle, ensuring data integrity and accuracy.
• Conduct thorough testing of the Oracle ERP system to validate functionality and performance.
• Provide training and support to staff on the new Oracle system, ensuring a high level of system adoption and proficiency.
• Oversee ERP system maintenance, ensuring accurate and efficient operation.
• Coordinate with Group Purchasing Organizations (GPOs) for the efficient download and integration of purchasing data.

Data Management and Analytics/Item Master Management:

• Manage the item master team who enters and maintains the item master.
• Maintain the integrity and accuracy of the item master file (source of truth) in the ERP system.
• Regularly review and update item master data to reflect changes in product information, pricing, and supplier details.
• Develop and implement policies and procedures for item master data entry and maintenance.
• Collaborate with procurement, supply chain contracts management, clinical departments, and suppliers to ensure that item master data aligns with contractual agreements and clinical requirements.
• Utilize ERP analytics to monitor and report on item usage, cost trends, and inventory levels.
• Implement continuous improvement initiatives to enhance item master data management processes.

Supplier Management:

• Develop supplier portal management strategies to improve collaboration and communication with vendors.
• Utilize MM ls-data to support strategic decision-making through comprehensive reporting and analytics.