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CSSS Alphonse-Desjardins
Project : Request for Technical Services on kiwi.hoop

The Problem
Requests for technical services made by employees were sent to only one person. This person was responsible to dispatch requests to the maintenance man corresponding to one of 25 existing buildings. This could be done in various ways, ether by email, fax, phone or ad-hoc. It was impossible to manage over 6000 requests received annually. Therefore, it was necessary to rethink the form and the process. Good forms improvement comes from dramatic changes, not just the placing of “bandaids” on minor problems.

The Proposed Solution
Reengineer the form and hold maintenance man accountable.

Return On Investment (ROI)

• Traceability of work made by maintenance men
• Cost control, cost reduction for each building
• Improve communication with employees (notification when service(s) become available)
• Processing times substantially reduced
• A recurrent gain of 35 hours a week in the management of all the requests

CSSS Alphonse-Desjardins
Project : Home Care – Centralized Access on kiwi.hoop (Delivery of equipment and recovery equipment)

The Problem
Nurse , OT, Physiotherapist and Physical Therapist maintain an inventory of equipment for more than 800 patients in a binder. To add or recover equipment in patient’s home, employees had to modify the patient record in the binder and then fax it to an external orthopedic supplier. Keep inventory of equipment loaned to patients was fastidious and because of many mistakes in the inventory, the transportation cost of the supplier create important budget overruns.

The Proposed Solution
Reengineer the form in order to keep a record, in real time, of the equipment loaned for home care clientele.

Return On Investment (ROI)

• Allows quick access to patient inventory (Monitoring of actions and Control Equipment)
• Reduce transportation costs & increase collaboration with supplier
• Reduce the costs of processing requests at the supplier
• Reduce work
• Improve communication between employees and supplier (email is send for each modification in the patient record)
• Provides monthly reports in seconds

ASSS Capitale-Nationale
Project : Rethink the forms [Requisition with order form] & [Payment authorization] on kiwi.hoop

The Problem
The Managers filled out [Requisition with order form] sheet. This form passed through the internal post for various forums for endorsement. The analysis process resulted has shown that the management framework was not respected. In addition, there was duplicate entry of information in another system with the aim to purchase orders and also the procurement staff were constantly in demand.

The Proposed Solutions

• 1. Reengineer the form [Requisition with order form] to enhance compliance with the management framework in addition to generating an order form than will be automatically sent to the supplier.
• 2. Detach the process related to payment authorization included inside the form [Requisition with order form] in order to create an independent control to all payments authorizations. Create the form [Payment authorization].

Return On Investment (ROI)

• Greatly reduced requests for information at the Procurement Department
• Reduce delays in approvals and procurement
• Monitor approvals by the initiator
• Facilitate bill management and payment
• Ensure respect of management framework
• Improve authorizations review and procurements made by the Auditor General

CSSS Rimouski-Neigette
Project : Analyze and develop the [Requisition of equipment] form on kiwi.hoop

The Problem
The [Requisition of equipment] is related to a three-year plan who’s referring to an independent database. When a manager filled out a [Requisition of equipment] on paper, he had no idea of the project remaining balance. So he didn’t have no choice to make some phone calls to find out if funds were available, which is costly and wastes time.

The Proposed Solution
Reengineer the form and allow users to consult, in another system, the project and the various requisitions related thereto.

Return On Investment (ROI)

• Follow up implementation of the three-year plan (real-time monitoring and reports)
• Gain in efficiency
• Facilitate bill management and payment
• Reduce duplication of work