event

Project Update



Data Master Setup

Overview

Preparing for project implementation requires alot of meticulous plan and detailed projection of what is the outcome expected. It begins with the expectation that at the end of the project users knows how to use all the functions of the module that is being roll out. However prior to carrying out the implementation excercise project team has outline several key activities that are crucial to the success of the project.

The key elements of implementation activities as outline by project team are:
  1. Infrastructure readiness
  2. Data readiness
  3. User readiness
Master Data
Master data was created and compiled to ensure that all data received and uploaded are standard data that will be used nationwide. Data compilation activities was carried out with reference to:
  1. Data Dictionary Sektor Awam, DDSA
  2. National Health Data Dictionary, NHDD
  3. National Formulary, Ministry of Health 
  4. Pusat Informatik Kesihatan
Data excercise
The activities was carried out months before the actual implementation process, project team at first had workshop with Liaison Officers (LO) from all the respective states to briefed about the exercise that needs to commence at facility level. The LO was taught to prepare data needed to ensure implementation Go Live are run successfully. Succession of workshop was done with user to ensure templates are filled correctly and appropriately in accordance with physical processes. 
 
Excercises were carried out such as:

  1. Item mapping

    Items of drug and non drug from master data list with PhIS CPS codings were mapped with facility items. This will ensure historical data from facilty are carried forward into the new system. During this exercise user are able to inform project team items which are still with no code attached. 

  2. Preparation of templates

    Data needed for migration are prepared; data consist of item master list of the facility, unit catalogues for all units and user information to register. Patient information was also migrated from any existing system or manually entered into the template to lessen the burden of registering patients once PhIS CPS has gone live.

  3. Data Migration Templates

  4. Data required to run PhIS CPS 

    • Requester Unit 
    • Facility Drugs
    • Facility Non Dru
    • Vote code 
    • Location setup 
    • User Details
    • User Location 
    • User Role
    • Store Location 
    • Item Stock Balance

Download template : Template Pharmacy Based

 

Data Migration

Objective
To ensure all data required by the application are provided in advance prior site implementation for ease of use.

Data Preparation Procedure

SOP on Data Preparation:

 
Post Data Migration - Actions and Reports:
All Exception Report will give to user for verification sign off.
  • Data Collected from Excel Template or Legacy system extraction
  • Event – Verified Data, Exception Data, Process log.
  • Output – Looted data in PHIS System.
Roles and Responsibility:
 
 
Change Management

The proposed Change Management Approach consists of 5 building blocks i.e. ADKAR:

ADKAR describes the required phases that an individual will go through when faced with change. It is the foundational tool for understanding “how, why and when” to use different change management tools.

ADKAR is consists of five (5) phases that occur when change impacts us:

  • Awareness of the need for change (why).

  • Desire to support and participate in the change (our choice).

  • Knowledge about how to change (the learning process).

  • Ability to implement the change (turning knowledge into action).

  • Reinforcement to sustain the change (celebrating success).

The key step in managing change is the mapping ADKAR to change management tools/ channels for change management which include communications, sponsors roadmap, coaching, training, resistance management. These tools/channels enable our project team to facilitate the change process by targeting the appropriate action.

 

Implementation Plan

 Infrastructure Readiness
Infrastructure readiness is one of the main elements prior to implementation of the system, several activities was carried out at the facility itself namely:

Site survey

  • Each facility involved was visited by project team to assessed the facility readiness in terms of network and hardware requirements in order to make this project a a success. Location of placement of hardwares was pinpointed in line with functions of the system and its module. Location visited and recorded during the site survey are:
  1. Main store
  2. Out - patient pharmacy
  3. In-Patient pharmacy
  4. Server Room
  5. Other pharmacy units: TPN, TDM, manufacturing, DIS etc.
  6. Acute and emegency unit

  • Outcome of the report was presented to the facility during the Mesyuarat Pelaksanaan Zon to get a consensual agreement with the user on the allocation of hardwares given by the project.

  • The site survey also proposed the type of PhIS CPS Implementation that would rolled out. The types are dependant on status and type of the facility:

  1. Hospital 
  2. Pusat kesihatan / Pejabat Kesihatan Daerah / Pejabat Kesihatan Bahagian / Pejabata Kesihatan Kawasan
  3. Cawangan Logistik Farmasi Negeri (Sabah & Sarawak)
  4. Health Clinic
  5. Download table of implementation type : implementation plan
Hardware delivery
  • Once report and allocation was agreed and finalised upon, project team commence with delivery of the hardware to the said facility.
 
Testing & Certification (T&C)
  • After the hardware are deployed and set up at the located place project team together with IT officers performed the testing and certification for each hardware to ensure hardware received are up to specification and good to use. Only then facility accepts the hardware and registered manually for security control.
  • Hardwares that fails the T&C are sent back and replaced.
 
Business Continuity Plan (BCP)
 
Introduction
Business Continuity Plan (BCP) describes activities to be carried out in the event of PhIS & CPS system downtime at facility in duration of time during which the PhIS & CPS system functionalities are not available for facility user. The downtime could be due to:
  1. Inability to use the system in Partial / Total due to system failure
  2. Natural disasters

As a result the users are required to revert to manual method or procedures to carry the medication processes and activities. During the downtime, facility business and operation can be continued as usual without much delay with the implementation of a Business Continuity Plan (BCP).

BCP Team
Facility needs to establish a BCP Team that are essential during downtime and recovery.
 
  • Head of Facility-responsible in declaring BCP after receiving reports from BCP manager
  • BCP manager-person in charge in managing the proses of BCP
  • BCP Coordinator-coordinate the proses of BCP especially in departmental level
  • CRT-to ensure all transactions recorded in the manual documentation are entered into the system when system is back to normal.
BCP Standard Operational Procedure

  1.