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 • MEC: Dr SM Dhlomo 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
Innovation Initiatives
About The Project - EPPS • There was no electronic system in place for accurate consolidation of procurement plans captured at Head Office, Districts and Institutions (Hospitals). • Central Supply Chain Management (CSCM) was using Ms Excel spreadsheets thereby resulting in Institutions/ Districts submitting their procurement plans via memory sticks because it couldn’t be e-mailed due to size exceeding e-mail quota. • This resulted in institutions driving to CSCM Head office, however this was costly to the Department in terms of S&T and petrol costs. • The data received varied from institutions which made the exercise of consolidating strenuous. • 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. Procurement plans are easily and accurately consolidated at Head Office, District Offices and Institutions and • human errors have been drastically reduced, as some of the fields use drop downs. The system has dramatically reduce operational expenditure, specifically because it automates the document • collection and aggregation of data into a database for the Department to use. 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 The system was developed and maintained in-house which has eliminated the cost of licences and • maintenance fees. 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. Items are pre-loaded on the system; this allows end users to auto select rather than having to type data • manually. This has therefore increased accuracy of information submitted to the Provincial/National Treasury. Assists Provincial/National Treasury to get an indication on how much the Department spends on procuring • items which would help the Provincial/National Treasury in the budgeting process.
Impact and Benefits - EPPS
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. The development of E-Procurement Plan system deals with service standards because it strives to improve • efficiencies both economically and operationally which they address for procuring items and expenditure in the department.
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 • There was no accurate monitoring of devices like wheelchairs that were being issued. This resulted in patients hopping from one institution to the next, seeking and being granted assistive devices whilst more deserving patients had to wait indefinitely. Millions of rands were wasted. • Each institution had their own manual system for issuing through recording in exercise books which resulted in duplicate assistive devices issued. This was a risk because books can be stolen, misplaced, torn and records will be lost • Wheelchairs were often sold in the black market or being used to carry water from streams in some rural areas. • 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 ADEMS is a web based application through which authorised therapists are required to capture patient records • and diagnosis history. This provides a seamless transfer of patient records from institutions to institution because the information is in real time, meaning it is available as soon as it is captured. ADEMS curbs patients from going from one hospital to another hospital to be issued the same device whilst • other patients remain in waiting lists indefinitely. ADEMS assists program managers to monitor the issuing of assistive devices to patients and eliminates reissuing • of devices to the same patient. 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, decreases waiting times and the loss of patient files containing diagnosis history. ADEMS helps to identify where additional resources are needed as it provides easy access of waiting lists for • devices. ADEMS is able to give a broader picture of institutions / districts performance with regard to assistive devices • management / distribution. ADEMS has increased service delivery, devices are now issued to relevant patients.
Impact and Benefits - ADEMS The Department now saves millions of rands on assistive devices, each wheelchair cost between R3000 and • R10 000 each. The monies saved are used for allocation and elimination of waiting lists. The devices are now allocated to relevant patients. ADEMS has another benefit of assisting to collect revenue on assistive devices issued to Road Accident Fund • (RAF) clients. The development of ADEMS deals with service standards because it strives to improve efficiencies both • economically and operationally which they address those for patients and for the department.
Impact and Benefits - ADEMS
Impact and Benefits - ADEMS This tool has allowed standardization and uniformity. •
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
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