Before the implementation of the ERP system, the hospital was facing several
issues related to data integration, record keeping, record authentication, manage
inventory, financial operation, payroll etc.
The main issues were:
1. Lack of data integration between departments, which caused numerous
issues like vendors reconciliation issues, delay and overdue payments to
vendors, incomplete or mismatch records.
2. No Approval at departmental level, all approval by single person appointed
by Head of organization, which caused inefficiency and delays in decision
making.
3. No Record authentication later from department, which caused
inaccuracies and inconsistencies in records.
4. Difficulty in tracking inventory and managing the store and purchase
departments, as they were not integrated with the rest of the hospital's
operations.
5. Difficulty in reconciling vendor accounts and making payments on time, as
there were no proper systems in place to track and manage these
processes.
6. Difficulty in maintaining accurate and up-to-date records of hospital
operations, as there were no proper systems in place for record keeping
and authentication.
7. Difficulty in managing and monitoring the hospital's financial operations, as
the accounts and finance department was not integrated with other
departments.
8. Difficulty in monitoring and managing the human resource department, as
there were no proper systems in place for tracking employee information
and managing HR processes.
9. Difficulty in scaling the hospital's operations as it grows, as the current
systems were not flexible enough to accommodate growth.
10.Difficulty in maintaining the security of sensitive patient information, as
there were no proper systems in place to secure and protect the data.
11.Insufficient hardware configuration, which caused the ERP system to run
slowly and not optimally.
To address these issues, the hospital's IT department decided to propose an ERP
system. The proposal consists on several steps such as:
1. To provide a centralized system for data integration and management
across all departments of the hospital.
2. To improve the efficiency and accuracy of record keeping and data
management.
3. To improve the hospital's ability to manage and monitor financial
operations, including accounts and finance and payroll.
4. To improve the hospital's ability to manage and monitor attendance and
employee information.
5. To improve the hospital's ability to manage and monitor patient
information and OPD services.
6. To improve the hospital's ability to manage and monitor surgical operations
and patient details.
7. To improve the hospital's ability to manage and monitor the store and
inventory.
8. To improve the hospital's ability to manage and monitor user permissions
and access to the system.
Implementation Plan:
System Selection: Research and select an appropriate ERP system that meets the
hospital's specific needs and requirements. The system should include modules
for CRM, Accounting, Stock, Buying, Human Resources and Selling. The main
Domain is Healthcare for the organization.
Configuration and Customization: Configure and customize the system to meet
the hospital's specific requirements, such as customizing the system for the
hospital's unique operations and processes.
Training and Support: Provide training and support to staff on how to use the ERP
system effectively and efficiently. This could involve organizing workshops or
classes to educate staff on the system's capabilities and how to use it effectively.
Staffing: Hire additional IT staff to support the ERP-Next system and provide
assistance to other staff members. This will ensure that staff members have the
support they need to use the system effectively and efficiently.
Data Migration: Migrate existing data from the hospital's current systems to the
ERP system.
Hardware Upgrade: Upgrade the hardware configuration to ensure that the ERP
system is running smoothly and efficiently. This will help to improve the
performance of the system and reduce the likelihood of issues.
Testing and Deployment: Test the system to ensure that it is working properly
and addressing the issues that the hospital is facing. Once the system is tested,
deploy the system and make it live for the hospital to use.
Evaluation: Evaluate the system on a regular basis to ensure that it is meeting the
hospital's needs and addressing the issues that the hospital was facing before the
implementation. Make adjustments as needed to ensure that the system is
working as effectively as possible.
Monitoring and Maintenance: Monitor the system on a regular basis to ensure
that it is working properly and address any issues that arise. Provide maintenance
and support to the system as needed.
IMPLEMENTED SYSTEM:
PEBS hospital has decided to implement an ERP-NEXT system in the hospital.
ERP-NEXT is a comprehensive enterprise resource planning software that can
streamline various business processes in a hospital, such as financial
management, inventory control, and patient management. However, it requires a
certain level of technical proficiency to operate effectively, The staff at PEBS
hospital currently lacks this proficiency, and as a result, they are resistant to using
the system.
Analysis:
There are several reasons why the staff at PEBS hospital is unwilling to accept the
ERP-NEXT system. One reason is that they may not fully understand the benefits
that the system can bring to the hospital's operations. Without a clear
understanding of how the system can improve their workflows, the staff may see
it as an unnecessary burden. Additionally, the staff may be concerned about the
additional workload and training required to learn how to use the system.
Another reason is that the staff may not have been consulted during the
implementation process. Staff may feel that their input and feedback were not
considered, which can lead to a lack of buy-in and acceptance of the system.
Recommendations:
Provide training and education: To overcome the lack of technical proficiency
among the staff, I.T staff should provide training and education on how to use the
ERP-NEXT system. This will ensure that the staff has the necessary skills to
operate the system effectively and understand its benefits.
Communicate the benefits: PEBS hospital should communicate the benefits of
the ERP-NEXT system clearly and effectively to the staff. This will help to build
understanding and support for the system among the staff.
Involve staff in the implementation process: To increase buy-in and acceptance
of the system, PEBS hospital should involve the staff in the implementation
process. This can be done by getting their input and feedback on how the system
will be used in their specific areas of the hospital.
Provide support and guidance: PEBS hospital should provide support and
guidance to the staff during the transition to the ERP-NEXT system. This will help
to alleviate any concerns or issues that may arise during the implementation
process.
