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©2013 GS1 NZ GS1net Key Concepts Session DHB National Catalogue & Health Benefits Ltd V2.4
©2013 GS1 NZ
GS1net Key Concepts Session DHB National Catalogue & Health Benefits Ltd
V2.4
©2013 GS1 NZ
Agenda
• Who is GS1
• What is Data Synchronisation?
• Why Data Synchronisation?
• GS1net Key Concepts
• Data Upload & Maintenance Options
• What should I do next?
• Q&A
©2013 GS1 NZ
Who is GS1?
GS1 is a global not-for-profit organisation which allows businesses and
organisations to improve the effectiveness and efficiency of their
supply and demand chains
The global
language of
business
Who is HBL?
Health Benefits Limited (HBL) was established in July 2010 to reduce
costs and deliver savings in administrative, support and procurement
services for the health sector.
A key enabler for HBL’s business objectives is the creation of a DHB
National Catalogue (DHBNC) to support procurement activities across the
district health boards (DHBs), as well as provide core accurate product
data for DHBs’ business and clinical systems.
©2013 GS1 NZ
GS1 Overview
Next slide
©2013 GS1 NZ
What is Data Synchronisation?
©2013 GS1 NZ
What is Data Synchronisation?
“The continuous and automated
exchange of standardised item
master data within and between
organisations.”
GS1net is the tool used to support
data sync. in NZ & Australia
Data Synchronisation is about sharing product information with your customers.
It results in clean, accurate and up-to-date data for your key trading partners
©2013 GS1 NZ
…as a product catalogue, but
• It contains lots of companies catalogues
• It contains more information than you would normally expect in a
catalogue
• The information is based on global standards
• The information is validated to ensure it is accurate
• It is required that the catalogue is continually maintained
• The flow of information into and out of the catalogue can be automated
• You can control who has access to the information
• The catalogue can be created once and shared with all your customers
Thinking about GS1net…
©2013 GS1 NZ
How will the DHB National Catalogue
work?
©2013 GS1 NZ
DHB National Catalogue in Action
Pharmacies
DHB National
Catalogue (DHBNC)
DHBs and Associated Shared Services Environment
Supplier 3
Supplier 4
Private
Hospitals
LSPs
Supplier 2
DHB clinical systems
Other
Supplier 1
Key components of DHBNC • GS1net – interacts with entities outside of DHBs • Oracle – key part of internal DHB system • Suppliers – source of product data • Additional Data Recipients – other parties outside of DHBs who can source
product data from GS1net (controlled by supplier)
Other legacy or
transitional DHB
systems
©2013 GS1 NZ
Why Data Synchronisation?
©2013 GS1 NZ
• Data synchronisation and GS1net is essential for the implementation of an automated and integrated system for
DHBs.
• GS1net provides one consistent, standards based way to provide product data to your DHB customers.
• All DHBs will eventually purchase products from the national catalogue, replacing the more than 20 different
catalogues in use today.
• The catalogue will benefit suppliers by making their products visible to all DHBs and by making it easier to update
data.
• You can ensure HBL and the DHBs have accurate information about your products to support their business
processes that will directly positively impact your business.
• HBL and the DHBs will recognise your GS1net status as a positive evaluation criteria in future tenders and
contracts.
Why Data Synchronisation?
©2013 GS1 NZ
What will I need to do?
©2013 GS1 NZ
What will I need to do?
Suppliers are being asked to upload their DHB products and pricing
data to the DHB National Catalogue via GS1net
Key Dates:
Product & Price data to be provided no later than the 30th Sept 2013*
* HBL is asking suppliers to approach them directly for extensions
©2013 GS1 NZ
Which Companies need a GS1net
Catalogue?
• The DHB National Catalogue should be owned by the entity
that has the primary commercial supply relationship with
the DHBs
i.e. You should load products to GS1net if your company negotiates and
sets the contract for those particular products
Notes:
Depending on the supply chain scenario it may actually be either the supplier, or a
3PL, who has tax invoice relationship with the customer, however the above point will
apply.
If the supplier is an Australian business entity which has a primary commercial
relationship with the DHBs then it is possible to have single dual-market catalogue;
please contact GS1 NZ if this applicable to you.
©2013 GS1 NZ
Which products do I need to load?
• DHB National Catalogue only requires products that have
been ordered by any DHB since July 2011 and can be re-
ordered at this stage*
• Any product not ordered by a DHB since July 2011, or was/is a
one-time purchase are not to be pushed to the National
Catalogue from GS1net
• The expectation is that all ranged DHB products will be
loaded over time but not immediately
* Note: it is possible to load all your DHB range to GS1net now, however it is critical that only the July 2011 products are
actually ‘published’ through to the DHB NC
©2013 GS1 NZ
What type of data is required?
HBL has determined GS1net data fields are relevant to the DHB National Catalogue’s needs:
Functional Data Group Further Explanation
Header GTIN code
Company / Market GLN and Market
Packaging Hierarchy
Products within the supply chain often come in packages. The individual unit will have a GTIN (barcode). A
box of these units will have a different GTIN. The relationship between these GTIN codes is called the
‘Packaging Hierarchy’. We use the generic terms ‘Base’, ‘Inner’ and ‘Case’ to define the hierarchy levels.
Each level of the hierarchy will be a separate row of data.
Descriptions and Brands Descriptive information to identify products and uses
Ordering / Trading Details of how and when these items are traded in the supply chain.
Dimensions and Contents Weights and dimensions.
Storage and Environment Codes, descriptions, and instructions related to the storage and handling of the product
Classification GS1 and other classifications related to this product
Alternate Identification Other codes related to this product
Regulatory / Reimbursement A list of agencies and codes about the regulations related to the products, and codes used for
reimbursements
Dispensing / Component
For Pharma-type products, this is about dispensing and ‘Unit of use’.
For devices, the UDI codes includes a device identifier, and dynamic production information: lot, expiry date,
manufacturing date, and serial number.
Tax Tax agency and rate
Price Prices have a start and end date, and can be related to contract and promotions
©2013 GS1 NZ
How will my information be used?
Tendering /
Sourcing Contracting Procurement
Ordering and
Invoice
Reconciliation
GTIN and
Reimbursement
Codes
GTIN and
Regulated Product
Formulations or
Specifications
Logistics Logistics for
Distribution
Channel
Unique Device
Identifier and Unit of
Use
Header Company /
Market
Packaging Hierarchy
Descriptions
and Brands
Ordering /
Trading
Dimensions
and Contents
Storage and
Environment
Marketing
Classification
Alternate
Identification
Regulatory /
Reimbursemen
t
Dispensing /
Component
Tax Price
©2013 GS1 NZ
GS1net – Focus on Data Quality
Please be aware that within the DHB National
Catalogue these descriptive components will
be used to create a full product description.
©2013 GS1 NZ
GS1net – Key Functions
©2013 GS1 NZ
GS1net Key Functions
1. DATA SYNCHRONISATION
• Allows Suppliers & all Trading Partners to electronically synchronise
data for:
– New product introductions
– Product & price changes
– Product deletions
©2013 GS1 NZ
GS1net Key Functions
2. DATA INTEGRITY
• Ensures completeness and conformity of data with respect to:
– GS1 numbering standards
– Global industry standards for units of measure, packaging,
product classification, dimensional information etc.
– Industry specific business rules
– Specific Trading Partner requirements
GS1 has developed a purpose built in-line
data validation capability, the GS1net
Validation Engine (VE).
©2013 GS1 NZ
GS1net Key Concepts
High Level
©2013 GS1 NZ
Globally unique GS1 ID Key assigned by the brand owner to any product or service
that may be priced, or ordered, or invoiced at any point in any supply chain.
• Most products will have a GTIN assigned to them or printed on as a bar code
• If products you supply don’t have a GTIN (& you aren’t the brand owner), GS1 can
allocate a temporary GTIN but you need to demonstrate you have engaged the
brand owner and will continue to seek the brand owner GTIN in the future
• You need to be a member of GS1 NZ to allocate GTINs to your brands or allocate
temporary GTINs
NOTE: GTIN’s were formerly known, and are still commonly described as EANs, APNs,
UPCs and TUNs. They are synonymous with the GTIN.
GTIN (Global Trade Item Number)
Each product in your GS1net catalogue will need to have a “GTIN” assigned
(does not need to actually be “printed” on product as a bar code)
©2013 GS1 NZ
A GTIN is not always a Bar Code
Data Carrier – ‘The Barcode Symbol’
GTIN - (Global Trade Item Number)
The ‘Unique Product Identifier’
©2013 GS1 NZ
Globally Unique GS1 ID Key used to identify physical and logical
locations/entities in the supply chain. e.g. Company, Warehouses,
Stores, Plants, Delivery Docks, Brands, Organisational Functions
Details associated with GLNs include entity name, address, contact
persons, and communication numbers
Used in GS1net to represent the catalogue owner, supply chain parties,
and control information availability and flow
GLN (Global Location Number)
Your company will have a “GLN” as part of your GS1 membership
(you’ll need a GLN to register for GS1net)
©2013 GS1 NZ
Packaging Hierarchy – Physical Characteristics
GS1net Product Representation
CASE
GTIN: 09400000001365
INNER
GTIN: 09400000001358
BASE UNIT
GTIN: 9400000001259
CASE
GTIN: 09400000001372
BASE UNIT
GTIN: 9400000001259
Trade Item Hierarchy – Two Level Trade Item Hierarchy – Three Level
©2013 GS1 NZ
Data Upload & Maintenance Options
©2013 GS1 NZ
How do I load data to GS1net?
DHB National
Catalogue (DHBNC)
Suppliers have
multiple upload options
DHBs and Associated Shared Services
Environment
DHB clinical systems
Other legacy or
transitional DHB
systems
Data fully validated against
Health Business Rules &
Requirements
GS1
net V
alidato
r
Supplier 3
Supplier 4
Supplier 2
Supplier 1 Browser Template
Middleware
In House File
Webforms*
Clean data automatically
updates the DHB NC & DHBs
Next slide
©2013 GS1 NZ
Supplier Upload Options
Excel Spreadsheet – via GS1net Browser Template (BT)
(ideally <100 GTINs in catalogue)
GS1net WebForms – Online user interface, planned 2nd half 2013
GS1net Certified Middleware - 3rd Party GS1net Integration Solutions
Direct Connection – via DDF or XML file formats and Connection
(requires access to B2B integration expertise)
Note: Some costs over and above GS1net registration are associated with 1, 3 & 4
©2013 GS1 NZ
Temporary Non-GS1net Option
There is a temporary ‘non-GS1net’ approach suppliers can use up until November 2014.
However, we strongly recommend you use the GS1net method from the outset.
Key disadvantages:
• Your data will not be validated to the same level, i.e. your products may be represented
incorrectly within the DHB National Catalogue
• No access to the GS1net support team to help you with the gathering of your data and the
maintenance of your GS1net catalogue.
• Suppliers using GS1net will get recognition for this fact as part of any future tender or contract
evaluation.
• Maintenance of your product data within the DHB National Catalogue will be more difficult and
HBL reserves the right in the future to charge a processing fee for such changes
• Requirement is to migrate to GS1net by November 2014 anyway, which will be disruptive, so
starting with GS1net from the outset will be more efficient for you.
Contact HBL for information http://hbl.co.nz/contact.html
©2013 GS1 NZ
GS1net Implementation
Lifecycle
©2013 GS1 NZ
Register for GS1net
Collect Data Validate data Upload data Complete GS1net Ready Checklist Request GS1net Ready
Become GS1net Ready™ GS1 formally review and sign-off
Customer synchronises data with their internal systems Resolve any discrepancies with you Customer confirms Data Synchronisation
Become GS1net Live™ BAU Data Synchronisation
GS1net Implementation Lifecycle
GS1 will assist you
through this process
via an “Implementation
Service”
©2013 GS1 NZ
GS1 Fees Structure
All GS1net Users are charged fees on a cost recovery basis to enable the system to operate.
GS1 New Zealand Membership Fees (from $350 p.a. upwards)
One-off ‘implementation service fee’ (from $295* upwards)
Covers GS1 effort & assistance to certify you ‘GS1net Ready’
Ongoing quarterly GS1net Fees (see page 4) (minimum fee is $95 per quarter)
* $295 is the minimum option and can only be applied if you are already ‘GS1net Ready’ for another trading partner, or are using a GS1net ‘Certified Middleware’ product.
NOTE: Additional fees may be charged depending on your method of upload to GS1net, for example, using the Browser Template tool costs $60 per quarter. If you chose to use a GS1net certified software product, they would charge fees in addition to the above.
Costs above exclude GST
©2013 GS1 NZ
GS1 Implementation Services
GS1 assists all suppliers through the GS1net process
via an ‘Implementation Service’.
• Example, the GS1net Essential™ service includes:
1. Distribution of appropriate supporting documentation & tools
2. Project Start-Up Meeting (provides tools & enough information for you to kick off your project)
3. Two GS1net Data Validations including supporting reports
4. GS1net Ready review, certification and issue of status to HBL
5. GS1net phone, email support, and GS1net short training sessions throughout the project lifecycle
• We also have other services to either help you a little or a lot, depending on your requirements
www.gs1nz.org/gs1net_implementation.php
• All companies need to work through the GS1net Ready Checklist, here:
http://www.gs1nz.org/files/4813/7480/8186/GS1net_Ready_Checklist.pdf
©2013 GS1 NZ
GS1net Key Notes
©2013 GS1 NZ
GS1net Key Notes
GS1net is NOT..
A project with an end date. You need to keep the catalogue up to date on a ongoing basis –
continuous synchronisation
Only about the data. It is about your ongoing business processes involving
New Production Introduction
Product/Price Change
Product Discontinuation
It is a business initiative supported by IT and not the other way round
GS1net is..
About data quality. You need make sure you understand who owns the information internally and
ensure you have a data quality focus
About automation of processes. Our spread sheet tool is designed for small (<100 GTINs) with a
relatively stable range and prices. Your goal needs to be automation of this data. Direct integration
and GS1net certified middleware is available and should be considered
©2013 GS1 NZ
Recommended Next Steps
©2013 GS1 NZ
Next Steps for GS1net
Talk to HBL and ensure your company has agreement to proceed
Then…
1. Ensure you are a GS1 NZ member here: http://www.gs1nz.org/join_now.php*
2. Register for GS1net in NZ via GS1NZ.org website*
3. GS1 NZ will then contact you to sign-up to a GS1 NZ service to meet your needs
4. Commence collecting data, starting with sourcing your product GTINs
* If the supplier is an Australian business entity which has a primary commercial relationship with the DHBs then it is
possible to have a single dual-market catalogue; please contact GS1 NZ if this applicable to you
©2013 GS1 NZ
GS1net Documentation
GS1net User Guides:
http://www.gs1nz.org/gs1net_cookbook.php
DHB National Catalogue GS1net Requirements + HBL Supplier Guide:
http://www.gs1nz.org/health_benefits.php
Additional Documents:
http://www.gs1nz.org/gs1net_cookbook.php
See the documents in :
“Loading and Maintaining Data” > “DHB National Catalogue”
©2013 GS1 NZ
Questions?
©2013 GS1 NZ
Contact Details
GS1 NZ – GS1net Support
GS1 New Zealand
T 0800 10 23 56 (Option 2)
