CPS PSI I Pr Presentati esentation on DATE: 11 May 2018 Presentation by: Mr Xolani Phakathi on behalf of KZN Department of Health: Information and Communication Technology Services
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 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
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 operational 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
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