Service Description: Advisory Services - Nuvolo PartsSource & ERP Integration

NUV-SERV-ADSERV-PS

Overview

This package contains a standard PartsSource integration that enables the customer to 1) utilize an out-of-the-box “punch-out” style interface to order a part directly from PartsSource, 2) establish an integration between Nuvolo and the customer’s ERP to automate the PO request from Nuvolo to the ERP, and 3) enable EDI setup from to electronically send the PO request to PartsSource.  This package provides Technicians with a highly efficient workflow for ordering parts and ensures high-quality work parts data is attached to the Nuvolo work order.

This addresses critical operational needs for healthcare technology management (HTM) teams with demonstrated integration benefits for Technicians and “easy button” ordering that addresses specific pain points in parts procurement workflows.

Solution provides Technicians with a seamless workflow from Nuvolo to PartsSource for ordering parts and creating a purchase requisition within the customers ERP. This workflow reduces the need to login to multiple systems, dual entry and increases data consistency while allowing them to focus on mission critical tasks.

The integration also improves data quality between Nuvolo, PartsSource and the ERP ensuring smooth supply chain operations resulting in high quality data and analytics across these three systems.  Providing the ability to calculate true cost of service, total cost of ownership, understand in near real time when orders status tracking and arrival, increasing the speed to clinical availability resulting in better patient care.

Pre-Requisites

  • A fully configured ServiceNow instance
  • Nuvolo application release within standard n-1
  • Customers must have a PartsSource account, and have an active PRO® subscription
  • Nuvolo Clinical Asset Management must be implemented
  • Limited configuration/customization to the Clinical Purchase Requisition and Clinical Purchase Requisition Line-Item tables
  • Fully configured purchase requisition workflow exists in Nuvolo.
  • Customer ERP subject matter expert confirms reference data for creating Purchase Requisitions in the ERP system must be pre-configured and available within Nuvolo before integration can proceed. An operational ServiceNow MID Server is required in each ServiceNow instance

Delivery Guidelines

The identified gap is that the same purchase request information also needs to be entered into the customer ERP to initiate the purchase and payment.

  • This offering from Nuvolo Services provides the ability to integrate with an ERP via web services.
  • The integration will post a standard web service payload to create a Purchase Request in the ERP and receive the ERP Purchase Request number in return
  • The Nuvolo Purchase Requisition will be updated with the ERP Purchase Requisition Number.

This offering includes

  • One ERP endpoint utilizing the Nuvolo Web Service Automation Engine
  • Standard implementation of the Nuvolo PartsSource integration
  • Configuration of the conditional events to trigger the ERP integration

Implementation Kickoff

The purpose of a kickoff meeting is for the teams to meet and review the implementation process. On or around the time of the kickoff meeting,

Nuvolo will:

  • Review project plan with task dates and dependencies.
  • Review standard product configuration included in this Service Description.

Customer will:

  • Provide admin access to the ServiceNow sub-production instance(s) within the first week of implementation for the Nuvolo implementation team.
  • Effectively manage its own employees and have in place proper contracts with third-party suppliers and sub-contractors and ensure all co-operate with Nuvolo as is necessary for the proper performance of the Services.
  • Be responsible for coordinating with local technical integration expert or third party ERP vendors for the proper performance of Services including but not limited to ensuring API documentation and point(s) of contact are shared.
  • Be responsible for assigning a Nuvolo application administrator.
  • Have local administrator promote all update sets to the production instance.
  • Provide a three-tiered environment for development, testing and production use.
  • Customer will make a reasonable effort to be available for the scrum call(s) each week.
  • Customer is responsible for signing off on all user stories prior to the start of each sprint.
  • Customer will make reasonable effort to resolve any stories in a blocked state.
  • Customer is responsible for building UAT use cases and leading internal resources through UAT.
  • Customer is responsible for providing workflow descriptor, description, and acceptance criteria for defects discovered during UAT.
  • Customer is responsible for testing remediated defects within 72 hours of notification.
  • Customer will make office, facilities, and conference training rooms available to Nuvolo when onsite as are reasonably necessary for the proper performance of the Services.
  • Customer will furnish Nuvolo with true, accurate, and complete information and documents on a timely basis which are reasonably requested by Nuvolo for the proper performance of the Services and Nuvolo’s obligations under this SOW.
  • Customer will inform Nuvolo personnel when and at the time any video or other recording is taken of Customer and Nuvolo or a Nuvolo Partner during the engagement, including without limitation meetings and training sessions, and will promptly provide Nuvolo with a copy of such recording.

PartsSource Integration

The configuration of the PartsSource integration will enable the customer to initiate a PartsSource part order directly from the Nuvolo Work Order.  This is a standard product offering that once configured, will trigger a punch-out style interface to search and order parts directly from PartsSource.  The purchase requisition data will then be pushed to the Nuvolo Purchase Requisition table in order to show the full cost of an event (parts and service) at the work order level.

Nuvolo will:

  • Configure the PartsSource Integration properties based on the information provided by the customer
  • Provide the customer with information and guidance regarding the configuration settings so the proper information can be provided for the following:
    • Configure the following PartsSource information:
      • The PartsSource API address. Example: rc-api.partsfinder.com
      • Company ID
      • Subscription ID
      • Shared Secret Password
      • PartsSource sign in User ID
    • Disable the following properties, in the PartsSource Context:
      • partssource.enabled
      • insert_manufacturer
      • insert_clinical_part
      • clinical_part_model
    • Configure the following Nuvolo settings:
      • The API address: INSTANCE_NAME/api/x_nuvo_eam/partssource/po/upsertPurchaseOrder
        • Where INSTANCE_NAMEis the ServiceNow production environment.
      • ServiceNow user credentials for PartsSource authentication.
    • Unit Test the integration in the sub-production instance

Customer will:

  • Provide Nuvolo with PartsSource subscription and account information
  • Test the PartsSource integration in the sub-production instances
  • Assist in coordinating with PartsSource point of contact(s)

Nuvolo Web Service Automation Engine

The Web Service Automation Engine is an offering from the Nuvolo Services organization.

  • The engine will provide a payload template processor that will merge the data within the Purchase Requisition with the payload template format required by the customer ERP.
  • A condition-based Action Processor will drive the workflow to monitor the state of the Purchase Requisition, which will then trigger the Activity processor.
  • The Activity Processor will send the standard purchase payload to the customer ERP and return the ERP Purchase Requisition number.

Nuvolo will:

  • Configure the Payload Template based on the information provided by the customer.
  • ERP Parts Ordering Payload Template Structure should include but not be limited to the following:
    • Header Information
      • Specific to ERP
    • Required Fields
      • Specific to ERP
    • Line Item Details (minimum)
      • Vendor – PartsSource
      • PartsSource RefIDs
      • PartsSource Order ID
    • Additional Parameters
      • Examples:
        • Shipping preferences
        • Payment terms
        • Tax codes
        • Budget codes
        • Project references
      • Validation Requirements
        • Examples:
          • Required field checks
          • Format validation
          • Business rule compliance
          • Budget availability
        • Response Structure
          • Examples:
            • Status
            • Confirmation Number
            • Errors
          • Error Handling
            • Error codes
            • Error descriptions
            • Resolution steps
            • Fallback procedures
          • Configure the End Point based on the information provided by the customer for Purchase Requisition
          • Configure the data script to aggregate the required attributes to be merged with the payload template.
          • Configure the endpoint connectivity attributes based on the information provided by the customer. Basic Authentication or OAUTH2 is supported.
          • Configure the condition within the Purchase Requisition that will trigger the ERP integration.
          • Configure template to include PartsSource RefIDs and Order IDs (appended or prepended to the description)

Customer will:

  • Provide and configure a MID Server within your ServiceNow environment if the ERP is behind their firewall.
  • Provide examples of webservice payloads for a purchase requisition in ERP
  • Unit test the integration with the assistance of the ERP SME.
  • Provide the standard Purchase Requisition payload required by the ERP.
  • Provide the end point connectivity credentials.
  • Provide the condition that should trigger the integration with the ERP.
  • Test the ERP integration

Integration and User Acceptance Testing (UAT)

Nuvolo will:  

  • Provide Customer with access to configuration documentation in Nuvolo’s SDLC instance.
  • Create acceptance criteria required for testing user stories.
  • Create sample use cases for end-to-end process testing.
  • Package update sets and appropriate XML data and make available to the Customer for each Development Sprint.
  • Conduct daily check-ins with Customer to review UAT progress and document reported issues.
  • Review, prioritize, and assign issues into one of the following classifications:
    • Defect: There is a flaw with the configuration, which Nuvolo will correct.
    • Training: The issue is due to a tester misunderstanding of functionality and will be corrected via training/education.
    • Enhancement: The issue submitted is not functionality that was agreed upon and was therefore never configured and is out of scope.
  • Make every effort to remediate UAT defects within the UAT period and provide enough time for the Customer to adequately re-test prior to go-live.

Customer will:

  • Utilize the core use cases for end-to-end process testing plan.
  • Building UAT use cases and leading internal resources through UAT.
  • Migrate update sets and appropriate XML data (i.e., configurations) from Sub-Production instance(s) to the Production instance.
  • Perform User acceptance testing (UAT), in non-production instance, once configuration and unit testing has been completed.
  • Create scenario-based data in sub-production/UAT environment to facilitate UAT.
  • Manage Customer’s UAT resources and day-to-day operations.
  • Report each issue by documenting:
    • A description of the issue
    • Steps to reproduce and/or video recording
    • Expected results
  • Review defect list for accuracy.
  • Review each issue during the UAT Check-ins.
  • Test/re-test remediated defects within 24 hours of notification.

Production Go-Live and Hypercare

Nuvolo will:

  • Coordinate schedule for production go-live date and time.
  • Provide go-live support to include documented deployment plan, side-by-side support as Customer migrates update sets and data into production with regular and mutually agreed upon check-in meetings during migration and regression testing.
  • Provide post go-live support (Hypercare) for one week to include daily check-in meetings, defect reports, and knowledge transfer to Customer Success team.
  • Coordinate a transition to Nuvolo’s Customer Success team.

Customer will:

  • Author Customer specific operational policies or work instructions.
  • Send the communication plan(s) as developed and scheduled.
  • Migrate update sets and data into production.

Change Requests

If there is a change in scope, assumptions, capability discovered during the implementation kickoff then Nuvolo will require a Change Request. Any Change Request signed by both parties shall be effective as of the date set forth therein (each, a “Change Order”).  Instances in which a Change Order shall be required include: (1) Customer’s requests for out-of-scope Services; (2) discovery of new information that requires an increase in the scope of Services; or (3) Customer’s failure to fulfill any of its responsibilities if such failure delays the Services or requires Nuvolo to incur additional time or costs in performing Services.

If the parties do not agree on a Change Order, the Engagement shall proceed as originally set forth. If, however, the existing Engagement or any specific Services cannot proceed without an executed Change Order, Nuvolo may suspend Services until the Change Order is executed.

Scheduled Timeline

The duration for the setup of the services outlined in this document is up to seven (7) weeks.

Delivery Terms

The duration of this deployment is up to eight (7) weeks. Any additional effort required related to complexity, scope or project duration will be subject to the change request process.

Any activities or tasks not specifically outlined in this Service Description are out of scope.

Nuvolo Access Requirements

Customer will provide access requirements and policies required of Nuvolo resources along with onboarding timelines prior to execution of this SOW. Customer acknowledges that all obligations of Nuvolo under this SOW will require Nuvolo (including any subcontractors) to have direct access to Customer’s ServiceNow sub- production instance(s). Administrative access will be required in the sub-production instance(s) only and at no time will Nuvolo have access to the production environment.

Services shall be preconditioned upon Nuvolo receiving such access and proportionately limited to the extent access is denied. Failure to provide timely access may result in timeline delays and costs increase as outlined in this SOW. Additionally, Customer acknowledges that Nuvolo will leverage a mix of onshore and offshore resources in support of the Engagement.