Supplier Monitoring

You are correct that there is no value in re-recording zeros. I say re-recording as I assume that you have some transactional record indicating the timing of deliveries vs. the requirement, the number of disruptions (how many stock-outs or failed material you had). Your assessment of suppliers is looking at this information (which is data by the way) and then recording the number of events on a unique record. *I* would handle this in 1 of 2 ways: have a longer discussion with your auditor OR if this isn't big enough for you to escalate then I would add a line in your procedure for monitoring supplier performance that only nonconforming events will be recorded and put into the numerator of the rate formula. This is mathematically complete form a 'data' perspective as the number of 'good' events = total events - 'bad' events. This is what you are doing but perhaps your auditor will 'feel' better if you write it down in yoru procedure. there is NO requirement that the 'good' events be double recorded...

 

I'm left wondering what the selection criteria were for engaging CBs in these cases. Coming from the supply chain myself, I learned very early on that when you point a finger in blame at a supplier - any supplier - you'd best be prepared to understand YOUR role in their performance... Three fingers are pointing right back at YOU!

 

In Nursing, we seem to have two schools of thought when it comes to documentation.

1. If it wasn't documented, it wasn't done - This approach usually applies to the completion of forms. So we look for "N/A" or scratch-through marks or some other means by which the Nurse indicates the item was looked at, considered and deemed irrelevant to the care plan for the Client.
2. Document by exception - This approach is usually applied in the provision of details outside of a form or checklist. So, for example, progress details (an ongoing, written narrative regarding extraordinary things such as swelling, loss/gain of appetite, breathing issues, mood, etc.) may contain a lot of information from a visit with the Client, or none at all. If nothing is detailed, then in this case, we can professionally presume nothing needed to be documented, but the Nurse is not required to put in an entry saying "Nothing new happened." This holds up in court, as well, as the Nurses are licensed and have professional requirements regarding documentation and charting (at least here in Ontario).

To add on to Bev's two recommended approaches, if the current system/form has a lot of blanks in it, then they probably should be filled with '0' which does add little value other than providing objective data for those who may want it - OR - adjust your system so that only extraordinary events are documented. If you go with the latter, then you'll probably still need a list of all approved suppliers, but unless they've delivered something over the evaluation period, they won't make the "supplier performance" scorecard. You could add in a discussion point that if a supplier has not shipped anything to your organization with a certain timeframe, they are re-evaluated regarding their position as a supplier.