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AIMS Primer for Workshop Participants

AIMS Primer for Workshop Participants. October 2018. AIMS Program Overview. Setting the stage. Background information. Current state. What is AIMS?. Aging , non-integrated systems replaced with a consolidated suite to manage: Finance Payroll Benefits Employee scheduling

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AIMS Primer for Workshop Participants

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  1. AIMS Primer for Workshop Participants October 2018

  2. AIMS Program Overview Setting the stage AIMS | Primer for Workshop Participants, October 2018

  3. Background information Current state What is AIMS? • Aging, non-integrated systems replaced with a consolidated suite to manage: • Finance • Payroll • Benefits • Employee scheduling • Supply chain • Lowlevel of integration of processes and systemsprovince-wide with activities being completed either manually or in a non-standardized manner • Health-care sector lacks real-time, accurate and integrated information for effective decision making • Comparative provincial information is challenging to provide to determine progress and identify leading practices and opportunities for improvement 82 The AIMS integrated solution offers significant opportunity for the provincial health system, employees, clients, patients, residents and families Improving the experience for professionals, patient and families Enhancing the health system • Integrated, strategic information aids in effective decision making • Standardized tools enable consistent policy and processes • Data accuracy and reliability improves planning, forecasting and reporting • Create a consistent and positive experience for health-care professionals • Right resources available at the right time, right place and in the right amount • Reduce time and effort spent on of administrative tasks, freeing more time to deliver patient care • Redirect savings into patient care • Create a better experience for patients and families AIMS | Primer for Workshop Participants, October 2018

  4. Journey to-date 2019 onwards It has been an incredible journey so far, with more excitement ahead Phases II and III Oct 1, 2018 Dec 2017 Project team launched Transition from 12 RHAs to the single SHA 2013 Approval to proceed with procurement of ERP Today Phase I of the program: IMAGINE Summer 2018 Approval to proceed with AIMS 2015-2016 Proof of concept held in three health regions 2012 Directive to procure HRIS AIMS | Primer for Workshop Participants, October 2018

  5. AIMS Program Overview Getting focused on our scope AIMS | Primer for Workshop Participants, October 2018

  6. Overall approach and methodology The program has a strategic 3-phase approach Our focus for the next 4 months Phase I: IMAGINE Phase II: DELIVER Phase III: RUN Personalized | Insightful | Meaningful Agile | Iterative | Responsive Innovative | Efficient | Productive Oct 2018 – Jan 2019 2019 - 2020 • Project start-up • High-level design phase • Planning activities • Establish governance tools • Design activities/workshops • Develop personas • Users/stakeholders • Motivations • Challenges/Opportunities • Moments that matter • Most meaningful user experiences • Journey maps • Illustration of desired future-state • Create the solution • Prototype • Validate • Rehearse • Deploy a cloud-based solution • Sprint teams design and develop iterative solution(s) • Deployment planning activities • End-user training • Conduct go/no-go evaluations • Transition to the organization • Transition project from the pre-production environment into full utilization • Support new business processes Leadership alignment & buy-in Program management Change management AIMS | Primer for Workshop Participants, October 2018

  7. Core areas of focus AIMS will focus on the following areas Human Resources Finance Employee Scheduling Core HR Talent Payroll Time & Attendance Finance Enterprise Performance Management Inventory & Order Management Supply Chain Suppliers Analytics & BR Warehouse Management Procurement Security Benefits Realization Security AIMS | Primer for Workshop Participants, October 2018

  8. Guiding principles The project, and particularly Phase I (IMAGINE), has been grounded in key principles to enable efficiency and effectiveness in how teams work together and decisions get made • Decisions based on best interests of the entire system • Requires the participation of various users and stakeholders • Engagement required to determine best possible solution while managing change • Staff to be made available to participate in moving process forward Collaboration • Project aims for radical improvement in dedicated timelines • Aggressive work planning to deliver results in identified timeframes • Project will be pragmatic, working within budget, time and data constraints Nimbleness • Flexibility is required to achieve an optimal provincial outcome that accommodates differing needs • Strive to negotiate balance between needs and cost as it relates to the project Balance AIMS | Primer for Workshop Participants, October 2018

  9. Next steps Aligning expectations AIMS | Primer for Workshop Participants, October 2018

  10. What to expect next Workshops will be conducted to better understand the current state and help design the future state What will NOT be discussed in workshops? What is the purpose of the workshops? • The design of new programs, policies or practices not yet approved • Detailed technology configuration decisions • Share subject matter expertise on the identified focus area(s) • Examine existing processes to better understand current state (e.g., key challenges and opportunities) • Envision alternate solutions that may improve current practices • Start identifying implications for change (e.g., training and communications requirements) to create one integrated solution Who is involved in workshops? Workshops will bring together AIMS project team members and employees with a diverse range of expertise from across various functions and across the entire province, such as: rural, urban, acute care, community, long term care, affiliates, unions, and other partner organizations, to name a few AIMS | Primer for Workshop Participants, October 2018

  11. Your role in workshops Your engagement and contribution will help us define the path forward for AIMS What I need to do… • Prior to workshops • Familiarize yourself with the process area(s) being discussed • Be prepared to articulate how “things are done today” including pain points or areas and ideas for improvements • Bring examples of any critical reports or outputs that relate to the topic area • Review any distributed pre-read material • Formal knowledge of the technology is not required! • During workshops • Be present and participate in the sessions • Trust the process to define future state processes • Be collaborative in identifying process requirements – you were selected to participate for a reason! • After workshops • Follow-up on any assigned action items • Be open to engaging in further conversations with AIMS project team members AIMS | Primer for Workshop Participants, October 2018

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