FMIS and WMS implementation
HealthShare Victoria (HSV) implemented an Oracle Financial Management Information System (FMIS) on 28 March 2022.
The system will support HSV’s statewide end-to-end supply chain services, including sourcing, ordering, warehousing, distributing, contract managing and reporting. HSV is transforming to become a statewide service organisation that delivers savings and benefits for Victoria’s public health sector.
Important information for health service users
The following tranche one health services are now transacting directly with HSV through the HSV FMIS system:
- The Royal Melbourne Hospital
- The Royal Children’s Hospital
- The Royal Women’s Hospital
- The Royal Victorian Eye & Ear Hospital
- Northern Health
- Western Health
- The Peter MacCallum Cancer Centre
Local delivery locations in FMIS have now changed to HSV-created global locations for all tranche one health service users who order products through HSV or Melbourne Health NMW (Iproc and Imprest).
The HSV-created global locations are visible to all health service FMIS users and are differentiated by the suffix (G).
Health services not listed above should continue to use their current locations in FMIS. The new HSV-created global locations are differentiated by the suffix (G) and may be visible to other health service FMIS users, but should not be used.
Contact HSV for assistance
For further information about the FMIS and WMS systems please contact your health service’s Customer Relationship Manager or the HSV Helpdesk on (03) 9947 3700 or email helpdesk@healthsharevic.org.au.
HSV’s Helpdesk and Customer Relationship Managers can provide details of HSV customer representatives who are available to answer specific FMIS questions for health services.
Frequently asked questions
Why can’t services keep using local locations?
In the former Melbourne Health Logistics system, locations set up as local in FMIS can only be seen by people in the Melbourne Health group. For HSV to see and deliver to these locations, it is necessary to replace local locations with global locations.
Will local locations still be able to be seen?
After 28 March 2022, HSV will deactivate the old local locations to avoid any incorrect use. As some transactions may still be in progress, local locations may still be able to be seen for a few weeks as we will only deactivate them once all transactions have been processed.
What about tranche one users who order across more than one campus or location?
These users will need to take care when entering requisitions post go live, and ensure that they select HSV-created global locations differentiated by the suffix (G).
Please refer to What is the process for users to select an HSV-created global location? below for screenshots on how to select a Global location.
What will happen if a health service requisitioner selects the wrong location post go live?
If a tranche one health service user tries to order items from HSV using a local location, the system will show this error message:
Deliver-To Location is not customer associated for the internally sourced item.
The requisition will not process until the ‘deliver to’ location is changed to a global location.
What is the process for users to select an HSV-created global location?
NMW Internet Procurement > Iproc Shop >
Click on settings cog icon 
and select Preferences.
Select iProcurement Preference
Select the Deliver-To Location field and then click the search magnifying glass icon.
Add the description and select Go
Location will populate - make sure that you select the Location with the suffix (G) by selecting the Radio button next to it and then click the Select button.
You will then be brought back to the preference page. Now select the Apply button.
You will then receive confirmation that you changes have been saved.
When do last orders need to be submitted before the change is implemented?
Requisitioners will need to ensure they have submitted approved requisitions for this period before the cut off at 2:00pm on Thursday 24 March 2022.
If an order is not approved by 2:00pm on Thursday, it will bounce back to the requisitioner after three days and it can be resubmitted via iProc once the system is active again at 6:00am on Monday. It is advised that the requisitioner keeps track of their order via their iProc screen, as is current practice.
What will happen to stock back orders that aren't completed before the cutover?
Open stock back orders that cannot be processed before 2:00pm on Thursday 24 March 2022 will be cancelled by HSV. Requisitioners will receive a notification of this cancellation.
Users will need to reorder these products if still required, from Monday 28 March 2022.
When will HSV iProc users receive their new log in details
FMIS log in details and default passwords will be emailed to people in tranche one health services who use HSV iProc in the morning on Monday 28 March 2022, once the new system is activated. This relates to users at:
- The Royal Children’s Hospital
- The Royal Women’s Hospital
- The Royal Victorian Eye & Ear Hospital
Can an urgent order be actioned when the system is unavailable?
High priority or urgent orders can be manually submitted on Thursday 24 March 2022 (PM) and Friday 25 March 2022, using the Urgent Order form. The urgency of these orders will be assessed and processed based on need. Please note in the template:
- Part number refers to supplier item number
- Item number refers to internal item number
The completed template can be emailed to your HSV Customer Service Representative.