Using ICT to Improve Access and Efficiency

Target Group:
1. Bawku Presbyterian Nursing Training School
2. St. Lucas Health Centre, Wiaga
3. Saboba Medical Centre (Saboba Hospital)
5. The CHAG Secretariat

Current status

1. Change management ongoing
2. Computerised patient record information and e-learning softwares completed
3. Intranet development (dashboard) 50% complete
4. Hardware procurement 80% complete
5. Network installations 75% complete
6. Installation of hardware and software and test runs projected for 2nd week of June 2012

1.0 Using ICT to Enhance Administration, Teaching and Learning in a Nursing Training College (e-learning centre) Improved access to and efficiency in information delivery
1.1 System Design E-learning centre set up and running
1.1.1 Prepare Network Topological design Network Architecture Diagram Project AdminCo Info Tech 09-Jan-12 21-Jan-12
1.1.2 Agree on indicators and Reports Indicators and Reports defined Yaw Owusu Ansah Ivan Essegbey, Project Sites 14-Dec-11 27-Jan-12
1.1.3 Agree on modules, security levels and user interface modules agreed on with security levers and user interfaces 16-Jan-12 03-Feb-12
1.1.4 Customization of software Stakeholders given approval Info Tech Project Sites, PTSC 06-Feb-12 31-Mar-12
1.1.5 Network and Cabling Installations Network installations completed Info Tech AdminCo, Project Sites 01-Feb-12 31-Mar-12
1.1.6 Installation and configuration of hardware/software in Bawku NTC Running software Info Tech AdminCo, Project Sites 02-Apr-12 20-Apr-12
1.1.7 Test Runs and troubleshooting Bugs fixed Info Tech AdminCo, Project Sites 23-Apr-12 25-May-12
1.1.8 Designed system in operation Going Live Site Network Adminstrators Department Heads, Info Tech 28-May-12 30-Sep-12
1.1.9 Support for System Network problems fixed Info Tech AdminCo, Site Network Adminstrator 28-May-12 30-Sep-12

1.2 Capacity Building
1.2.1 Training for ICT Administrator and Technician 2 Staff trained Info Tech AdminCo, Principal, School Administrator 23-Apr-12 11-May-12
1.2.2 Training of Trainers for 15 people 15 personnel (Tutors, Students, Admin Officers ) trained Info Tech AdminCo, Principal, School Administrator 14-May-12 25-May-12
1.2.3 Orientation for end users 200 Students, Tutors, Admin Staff Info Tech AdminCo, Principal, School Administrator 14-May-12 25-May-12
1.2.4 Provide Post Training Support

2.0 Deploying ICT to Improve Access to and Quality of Healthcare in 2 Health Institutions (HMIS)
2.1 System Design HMIS system set up and running
2.1.1 Prepare Network Topological design Network Architecture Diagram Project AdminCo Info Tech 09-Jan-12 20-Jan-12
2.1.2 Agree on indicators and Reports Indicators and Reports defined Yaw Owusu Ansah Ivan Essegbey, Project Sites 14-Dec-11 27-Jan-12
2.1.3 Agree on modules, security levels and user interface modules agreed on with security levers and user interfaces 16-Jan-12 03-Feb-12
2.1.4 Customization of software Stakeholders given approval Info Tech Project Sites, PTSC 06-Feb-12 30-Mar-12
2.1.5 Network and Cabling Installations Network installations completed Info Tech AdminCo, Project Sites 06-Feb-12 30-Mar-12
2.1.6 Installation and configuration of hardware/software in Wiaga HC and SMC Running software Info Tech AdminCo, Project Sites 02-Apr-12 20-Apr-12
2.1.7 Test Runs and troubleshooting in Wiaga HC and SMC Bugs fixed Info Tech AdminCo, Project Sites 23-Apr-12 25-May-12
2.1.8 Designed system in operation Going Live Site Network Adminstrators Department Heads, Info Tech 28-May-12 30-Sep-12
2.1.9 Support for System Network problems fixed Info Tech AdminCo, Site Network Adminstrator 28-May-12 30-Sep-12

2.2 Capacity Building
2.2.1 Training for in-house adminstrators (HIOs and Hospital Administrators) 4 officers trained as System Administrators Info Tech AdminCo 23-Apr-12 11-May-12
2.2.2 Training of Traners for Head of Units 20 Heads of Units in 2 sites Info Tech Site Network Administrators 14-May-12 25-May-12
2.2.3 Orientation for end users 50 staff in 2 sites Info Tech Site Network Administrators 14-May-12 25-May-12
2.2.4 Provide Post Training Support Site Network Administrator Info Tech 28-May-12 30-Sep-12


3.0 Application of ICT to improve evidence based decision making (CHAG Intranet)
3.1 System Design Intranet Set up and running
3.1.1 Prepare Network Topological design Network Architecture Diagram Yaw Owusu Ansah InfoTech 15-Dec-11 27-Jan-12
3.1.2 Agree on indicators and Reports Indicators and Reports defined Yaw Owusu Ansah Ivan Essegbey, Executive Director, Technical Lead, Performance Management 14-Dec-11 09-Jan-12
3.1.3 Agree on modules, security levels and user interface modules agreed on with security levers and user interfaces Yaw Owusu Ansah ED, Tech. Lead, Performance Management, Info Tech 23-Jan-12 03-Feb-12
3.1.4 Customization of software Stakeholders given approval InfoTech Yaw Owusu Ansah, AdminCo 06-Feb-12 30-Mar-12
3.1.5 Network and Cabling Installations Network installations completed InfoTech Yaw Owusu Ansah 06-Feb-12 30-Mar-12
3.1.6 Installation and configuration of hardware/software in CHAG Secretariat Running software InfoTech Yaw Owusu Ansah, AdminCo 06-Feb-12 30-Mar-12
3.1.7 Test Runs and troubleshooting Bugs fixed InfoTech Yaw Owusu Ansah 23-Apr-12 25-May-12
3.1.8 Designed system in operation Going Live Yaw Owusu Ansah Emmanuel Sarfo 28-May-12 30-Sep-12
3.1.9 Support for System Network problems fixed Emmanuel Sarfo, Yaw Owusu Ansah InfoTech 28-May-12 30-Sep-12

3.2 Capacity Building
3.2.1 Orientation for end users 10 Officers trained Info Tech 23-Apr-12 25-May-12
3.2.2 Training for System Administrator 1 Officer Info Tech 23-Apr-12 25-May-12

4 Project Management
4.1 Set up project unit
4.1.1 Constitute Project Team Team members informed of their roles on the project Executive Director Yaw Owusu Ansah, Tech. Lead, Performance Mgt 01-Oct-11 16-Dec-11
4.1.2 Recruit one Administrative Coordinator Admin Coordinator recruited Executive Director Yaw Owusu Ansah, Tech. Lead, Performance Mgt 15-Oct-11 30-Dec-11
4.1.3 Support HMIS Officer Salary Executive Director Finance Officer 31-Oct-11 31-May-12
4.1.4 Acquire tools for project management Tools procured Executive Director Finance Officer, Operations Lead 28-Nov-11 30-Dec-11
4.1.5 Allocate office space Office space allocated Executive Director Finance Officer, Operations Lead 15-Nov-11 30-Dec-11
4.2 Procurement
4.2.1 Procure Hardware for project sites Hardware Procured CHAG Procurement Committee Info Tech, AdminCo 20-Nov-11 15-Feb-12
4.2.2 Procure software for project sites Software Procured CHAG Procurement Committee Info Tech, AdminCo, Emmanuel Sarfo, Yaw Owusu Ansah 16-Dec-11 31-Mar-12
4.3 Ownership and Change management Buy-in from Project Sites
4.3.1 1-day sensitization meeting with the 4 Project sites Awareness on project created AdminCo SC, Management Teams of Sites 09-Jan-12 20-Jan-12
4.3.2 1-day meeting with Health Institutions in CHAG using HAMS Software Understand how systems work Yaw Owusu Ansah Steering Committee Members 26-Mar-12 30-Mar-12
4.3.3 Quarterly Steering Committee Meetings Guidance provided Yaw Owusu Ansah AdminCo, Executive Director 14-Dec-11 Aug-12

4.4 Monitoring and Evaluation
4.4.1 Site Visits
4.4.2 Quaterly Review Meeting with project sites Challenges identified and addressed AdminCo Yaw Owusu Ansah 09-Jan-12 Aug-12
4.4.3 Quarterly technical reports Reports prepared AdminCo Yaw Owusu Ansah 27-Jan-12 Sep-12
4.4.4 End of Project Evaluation Evaluation report prepared Oussein Zango Exec Dir, Tech. Lead Performance Management, SC Sep-12 Oct-12
4.5 Financial Management
4.5.1 Funds allocation and review Funds allocated
4.5.2 Bank Reconciliation Reconciliation report
4.5.3 Financial reports Financial report prepared
4.5.4 Auditing accounts Audit report prepared
4.6 Staff Development
4.6.1 Training in HMIS/Health Informatics/ Data Management Certificate of participation in training programme
4.6.2 5 member study tour to Uganda UCMB Exec Director Tech Lead. Performance Mgt, Yaw Owusu Ansah 27-Feb-12 03-Mar-12
4.7 Project Scale up
4.7.1 Phase 2 proposal development Phase 2 Proposal developed Emmanuel Sarfo AdminCo, Steering Committee Jul-12 Aug-12
4.7.2 Linking 10 Institutions using HAMS onto the intranet 10 Institutions linked to CHAG intranet Emmanuel Sarfo Info Tech, Steering Committee Jul-12 Aug-12
4.7.3 Procuring Additional Hardware and Software

By the end of December 31st 2012, the project should
1. Develop and deploy an e-learning centre at the Bawku Nurses’ Training College.
2. Develop and deploy a computerised patient and administrative information system in Wiaga H/C and Saboba Hospital
3. Build of capacity of staff in these facilities in use of computers and Internet.
4. Improve data capture and analysis
5. Improve data retrieval
6. Improve communication between the CHAG secretariat and facilities
7. Facilitate information use

Goals

• Establishment of an E-learning system
• Deployment of computerised patient information systems
• Intranet to link CHAG Secretariat to facilities

Beneficiary faciliies are involved in the planning and implementation of these projects to ensure ownership and commitment to its success and hence sustainability.
Benefits of the systems in terms of evidence of improved health outcomes and efficiency will act as driving forces for inclusion of these projects in their routine budgetting. Funding will also be acquired from other sources to keep these projects alive.