CPS PSI I Pr Presentati esentation on DATE: 11 May 2018 - - PowerPoint PPT Presentation

Presentation by: Mr Xolani Phakathi on behalf of KZN Department of Health: Information and Communication Technology Services

CPS PSI I Pr Presentati esentation

• n

DATE: 11 May 2018

Presentation Topics

Vision, Mission, Values

Vision:

• Optimal health for all persons in KwaZulu-Natal

Mission:

• To develop and implement a sustainable, coordinated, integrated and comprehensive health system at all levels, based on the

Primary Health Care approach through the District Health System, to ensure universal access to health care Core Values:

• Trustworthiness, honesty and integrity
• Open communication, transparency and consultation
• Professionalism, accountability and commitment to excellence
• Loyalty and compassion
• Continuous learning, amenable to change and innovation

Stakeholders

• Included Senior Management and technical persons from the Department,

Central Supply Chain Management (CSCM), Rehabilitations and Disability, Information&Communication Technology (ICT) and Provincial Treasury

MEC: Dr SM Dhlomo

About The Project - EPPS

• Prior to 2016, the Department did not have consolidated and electronic system in place for the accurate

consolidation of procurement plans captured at Head Office, District Offices and Institutions (Hospitals).

• The Central Supply Chain Management (CSCM) had been using Ms Excel spreadsheets thereby resulting in

Institutions/Districts submitting their procurement plans via memory sticks because it could not be e-mailed due to size worksheet exceeding e-mail quota.

• This resulted in institutions driving to CSCM in Head office and as a result this was costly to the Department in

terms of S&T and Government costs on petrol

• The data received by CSCM varied from institution to institution which made the exercise of consolidating

strenuous and would result in the exercise being futile.

• The Department did not have a consolidated data report to submit to the Provincial Treasury.
• CSCM and ICT then got together to discuss a possible solution to develop an IT system, and this resulted in the

development of the Departmental E-Procurement Plan System.

About The Project - EPPS

About The Project - EPPS

• The E-Procurement Plan System is a web based application through which authorised users/institutions are

required to capture and submit their annual procurement plans. This provides a seamless transfer of data from institutions/districts to the CSCM because the information is in real time, meaning it is available as soon as it is captured.

• It allows the accurate consolidation of procurement plans which have been captured at Head Office, Districts

and Institutions. The system allows for reports to be exported to Ms Excel or e-mailed. The KwaZulu-Natal Department of Health is one of the Departments in the Province of KwaZulu-Natal and in the Public Sector to have used Information Technology Systems as an enabler to assist through the development and use of an E- Procurement Plan System.

• The system currently has 424 active authorised users.

About The Project - EPPS

Impact and Benefits - EPPS

• This system promotes that Government is capable of developing IT systems in-house and have them implemented

using internal resources. This system emphasises the world wide use of specific applications (Apps) to provide specific IT functionality in response to a specific need within Government.

• The cost of developing this system was also very minimal (salary for one developer) and the time to analyse, develop

and implement was all done within six months.

• Other provinces can therefore be able to benchmark from KZN Health easily. Information is readily available in real

time, making it easy to extract accurate reports just through a click of a button.

• The system has also reduced mistakes and highlighted others such as big variances in values provided by

users/institutions and increased the accuracy of the procurement plans.

• This system also allows management to see if they are procuring items that are not in their procurement plans, if so a

deviation report is needed.

• Procurement plans are then easily and accurately consolidated at Head Office and District Offices and human errors

have been drastically reduced, as some of the fields use drop downs.

• The consolidated Departmental plan is now submitted in time to the Provincial Treasury as per the legislative

requirement.

Impact and Benefits - EPPS

Impact and Benefits - EPPS

• The system has dramatically reduced operational expenditure, specifically because it automates data collection and

aggregation into a database for the Department to use. The system has also reduced mistakes and highlighted others such as big variances in values provided by the users and increased the accuracy of the procurement plans.

• Since items are pre-loaded on the system, this allows end users to auto select rather than end users having to type

data manually. This has therefore increased accuracy of information submitted to the Provincial Treasury.

• Information is available in real time.

Impact and Benefits - EPPS

 The implementation of this electronic system affords the KwaZulu Natal Department of Health the ability to use a solid architecture in its line of business systems that would be there for many years to come and a base line for public technology.  The system is developed and maintained in-house which has eliminated the cost of licences and maintenance fees.  To procure a similar system in the market would costs a couple millions of rands. This being developed internally reduced

• perational costs and funds saved can then be used to enhance and provide better health care for people within the

Province of KwaZulu-Natal and access to better health care.  Other provinces can learn and benchmark from KZN Health at no cost since the system is Government owned.  Assists Provincial and National Treasury to get an indication on how much the Department spends on procuring items which would help the Provincial Treasury in the budgeting process.  The KZN Department of Health is willing assist other Departments to learn and benchmark on this benefit for those still using manual processes and spreadsheets.

Challenges, Future Plans - EPPS

• There were challenges which were experienced in view of the transitional stage from a manual system to an

automated one, however these challenges were rectified timeously.

• Despite the challenges that were faced by the ICT unit including a shortage of tools and skilled employees in

systems development, the system was delivered before the time frame that was set for this critical project, purely using internal resources.

• The Department’s plans include interfacing the E-Procurement Plan System with other Provincial and or

National Treasury internal systems.

• To interface data at requisitioning and ordering so to get information on how much eventually gets ordered that

is based on procurement plans and how much gets ordered that is not based on procurement plans.

• To interface with BAS as a means of locking the budget allocated to each institution and SCOA item as this is the

base for Financial Information System.

About The Project - ADEMS

• Prior to 2016, the Department had no electronic system in place for the accurate monitoring of assistive

devices (e.g wheel chairs), which resulted in patients hopping from institution to institution seeking and being granted assistive devices.

• These assistive devices were either being sold in the black market or being used to carry water from streams in

some rural areas. This resulted in millions of rands being wasted whilst some patients who really need these devices stay in the “waiting list” indefinitely.

• Each institution had their own manual system for issuing through recording in exercise books which resulted in

duplicate assistive devices issued, which subsequently caused other patients to stay indefinitely on waiting lists.

• This manual system of issue was a risk because books can be stolen, misplaced or torn and records will be lost.
• KwaZulu Natal Department of Health is one the pioneer Departments to use IT Systems as an enablers to

business processes and have this created internally and developed web based Assistive Devices Electronic Management System (ADEMS).

• The system currently has 475 active clinicians.

About The Project - ADEMS

Impact and Benefits - ADEMS

• The goals of the ADEMS is to reduce the duplicate allocation of assistive devices for the same individual and to

also monitor the availability of assistive devices for planning purposes to reduce the period of patients placed in waiting list due to the unavailability of devices on stock.

• ADEMS curbs patients from going from one hospital to another hospital to be issued the same device whilst
• ther patients remain in waiting lists indefinitely. The ADEMS assists program managers to monitor the issuing
• f assistive devices to patients and eliminates reissuing of devices to the same patient.
• ADEMS assists users to view and collect accurate data for assistive devices. It also helps to identify where

additional resources are needed as it provides easy access of waiting lists for assistive devices. The ADEMS is able to give a broader picture of institutions / districts performance with regard to assistive devices management / distribution.

• The system has increased service delivery because now those devices can be issued to relevant patients. The

system has also assisted management in the budget planning by viewing the number of patients in the waiting lists.

• ADEMS has another benefit of assisting to collect revenue on assistive devices issued to RAF clients.

Impact and Benefits - ADEMS

Impact and Benefits - ADEMS

 ADEMS also allows multiple patient records to be easily accessible from one institution to another institution in the same or different district, which helps clinicians/therapists to view diagnosis history of the patients.  This tool has allowed standardization and uniformity.

Challenges, Future Plans - ADEMS

• The Department’s plans include an interface of ADEMS with Social Development and or South African Social

Security Agency (SASSA) in the hope that data will be electronically transferred and readily available to SASSA to view patients who are eligible for grants.

• To interface with Health Patient Registration System (HPRS) as it is a base for Health Patient Information System

in the country.

• Also an interface with Home Affairs department so as to alleviate the amount of patients without Identity
• numbers. This will thus eliminate fake identifications by claiming grants from SASSA.

Challenges, Future Plans - ADEMS

Thank you