NGHA is a large healthcare organization that has many sites distributed among different geographical locations in order to provide all the needed health care for their employees, their dependents and other eligible patients. This expansion requires huge amount of information exchange and correspondence to meet the business need.
This rapid expansion and spread of the organization raised different challenges, notably in terms of completing the transactions in a timely manner, preventing documents loss as well as providing an archiving system for easy handling and retrieval in time of need.
These challenges prompted NGHA to set up committees in order to find appropriate and effective technical solutions.
Consequently, ISID started to search and study the market in collaboration with international companies such as Microsoft, Oracle and IBM to obtain the right system. As a result, EverSuite has been selected as the Enterprise correspondence and tracking solution for the NGHA to provide an electronic correspondence and archiving system which will in turn complete the transactions in a timely manner, prevent data loss in addition to electronically archiving them to achieve a paperless environment. Additionally, improving productivity, security and information tracking of almost all correspondence at a lower cost and minimum effort.
These technical solutions are in line with the strategies and plans of the e-Governance approach that was launched in 2007.
To continue on the implementation of this project, a technical team from all NGHA medical cities in collaboration with the Office Services has been assembled to gather the business requirements in addition to the policies and procedures in regards to the correspondence and tracking solution to be applicable to the system’s functionality.
The first stage of the project’s implementation process represented a prototype within the ISID, in order to assess the suitability of the system to the NGHA needs.
The second phase covered system modifications to ensure the solution is suitable for the business needs. Meanwhile, a technical team from ISID in all regions was formed to provide the needed training and support, while E-CTS team continuously utilizes the generated feedback to further study and enhance the system.
The third phase witnessed the gradual expansion of the E-CTS use in all NGHA medical cities around the Kingdom.
Currently, the E-CTS is live and used by 60% of the departments in Riyadh, 30% of the departments in Jeddah, 41% of the departments in Al Ahasa and 100% of the departments in Dmmam.
A result, utilizing the E-CTS featured a number of benefits which contributed in raising the productivity, agility, confidentiality and tracking the correspondences with minimum time and effort
The launching of the Enterprise Archiving and Correspondence Tracking Solution took place on the ISID 1st Annual Day under the auspices of H.E. Chief Executive Officer of Ministry of National Guard - Health Affairs and President of King Saud bin Abdulaziz University for Health Sciences, Dr. Bandar Al Knawy which was held on Wednesday, the 27th of May 2015.