1. VA Headquarters is responsible for the development
of Policies and for ensuring that Veterans Integrated
Service Networks (VISN) and Veterans Affairs Medical
Centers Office of (VMAC) are in compliance with these policies
Acquisition,
Logistics and
Construction Deputy Under Secretary
VA Headquarters
Procurement and
Logistics Office (P&LO)
VISNs 21 regional
Locations with Directors
VAMCs 153
Locations &
VMAC’s
Directors
for Health for Operations
and Management
Contracting Officers
Technical
Representatives (COTR’s)
Acquisition Department
Logistics Department
Sterile Processing
Department
Assuring compliance with VA’s
Policies at the VAMCs within region
VHA Procurement and Logistics
Office (P&LO) provides VAMC’s
logistics support and monitors
compliance
Tracking items
Sterile Processing Department Reprocessing RME

2. Facility Location
Warehouse
Inventory
Primary
Inventory
Secondary
Inventory
Normal
Stock Level
Emergency
Stock Level
Temporary
Stock Level
Standard
Reorder
Point
Optional
Reorder
Point
Generate order
Kicks back to Purchasing tab
General
Inventory
Categories
Functional
Areas Requiring
GIP
Expendable
Medical
Equipment
Reusable
Medical
Equipment

3. Items
Primary inventory models
1) Posted Stock
2) Inventory with Distribution Points
3) Stand Alone Inventory
Standard Items
On-Demand
(Just In Case) Item
An average of no more than
30 to 90 days stock on hand
is required, those types of stock levels
are;
1) Normal Stock Level
2) Emergency Stock Level
3) Temporary Stock Level
4) Standard Reorder Point Level
5) Optional Reorder Point Level
Primary inventory
1) History of Distribution report
2) Inactive Item report
3) Packaging or Procurement Source
Discrepancy report
4) Stock Status report
5) Due-In Item report
6) Days of Stock on Hand report
7) Limited Access
Expendable
Medical
Equipment
Reusable
Medical
Equipment

4. IFCAP
Systems
GIP a portion
of IFCAP
IFCAP Maintenance of supplies
from Outside Vendor &
Supply Warehouse
PIP integrates with IFCAP
& CPRS
Computerized Patient Record System
GIP Maintenance of supplies to facilities; there is three
levels
1) Warehouse maintains a supply of items that are
repetitively used by multiple services and is funded
by Supply Fund
2) The primary inventory is the main inventory for a
using department
3) The secondary inventories are the points of
distribution. NOTE: Supply Processing and Distribution (SPD) is
typically the main inventory for medical and surgical supplies
Manage the receipt, distribution
Identifies candidates items for and stock maintenance
standardization, tracks and
promotes compliance, generates
usage cost reports, and provides a
mechanism to evaluate vendor
delivery performance
Pharmacy PO/Inventory system
Electronic Contract Management
System (eCMS) actions valued
at $25,000 or more
One Sourcedocs database to
obtain manufacturer’s IFU
VAMC’s must enter information
on all RME entered into the
AEMS/MERS
Federal
Supply
Services

5. IFCAP Maintenance of supplies
from Outside Vendor &
Supply Warehouse
GIP Maintenance of
supplies to facilities; there
is three levels
1) Warehouse
2) The primary inventory
3) The secondary
inventories
Assumption: GIP will be the
Expendable Medical Equipment DB
Electronic Contract Management System (eCMS) actions
valued at $25,000 or more Assumption: eCMS manages
Purchase card and contract relationships with vendors
PIP Prosthetics,
Assumption: RME –
Surgical and Dental
inventory
management system
One Sourcedocs
database to
obtain manufacturer’s
IFU
Assumption:
Sourcedocs manages
sterilization in-stock
and pm-stock also
tracking of all inventory
specifications and
recalls.
Pharmacy PO/Inventory
system - Assumption: in
patient and out patient
Pharmacy PO process
Purchase card
Process & Federal
Supply Schedule
Program
AEMS/MERS
Assumption: manages all
preventive maintenance
and audits.
Computerized Patient Record System