NGHA ADVPCase Study

National Guard Health Affairs (NGHA) is one of the prominent hospitals in Saudi

Arabia that focuses on implementing latest technology for treating the personnel of

SANG (Saudi Arabian National Guard). NGHA has spread its wings across the major

cities of Saudi Arabia viz. Riyadh, Jeddah, Dammam and Al-Hasa. NGHA provides

optimum healthcare to SANG personnel, their dependants and other eligible

patients. It also provides excellent academic opportunities, conducts research and

participates in industry and community service programs in the health field.

Profile

Evosys Resources :

Project Manager - 1

Functional Experts - 2

Technical Experts - 1

DBA - 1

Implementation Time Frame of 8 months

Operation System :- Solaris 10

Hardware :- SPARC system

Project Outline

Modules Implemented:

• Oracle iProcurement

• Oracle iSourcing

• Oracle iSupplier

• Oracle Procurements Contract

• Requisitions were raised manually on paper as there was no automation.

• The entire approval process was also manual.

• Tracking the current Requisitions status was always difficult.

• NGHA wanted to have an online process so as to go paperless.

• There were many-time purchase items which were non-stock items and the

client wanted to store them in catalog so that users can use them repeatedly

with unified description.

• Manual Evaluation of 30-40 proposals for one tender was a tedious process.

Business Problem / Business Need

• Raise Requisitions from external sources even for items which presently do not exist in

inventory.

• Fulfilling of complex approval hierarchy constituting of amount based and technical

based approver which drives automatically without any manual intervention reducing

short cuts and black holes.

• Configuring of Stores for Non stock SPR items and loading all the data for past 3

years SPR items.

• Design of Category structure for SPR items without affecting the current Stock

Item Category Structure.

• Requisition approval process is based on category and each requisition goes

through at least three steps of approval process.

• Each requisition goes through Departmental, Technical and Budgetary approval.

Solution

• AME is used for approval process only for requisition raised from iProcurement and

Position Hierarchy for requisition from the core system.

• Design of Category structure for SPR items without affecting the current Stock Item

Category Structure.

• Development of the system with technical scoring at line level which was a major

requirement.

• Tendering department creates very large RFQs (approx 1000 to 1500 lines), and

moreover it has currently four OUs, and wants to create OU specific Blanket Purchase

Agreements (not GBPA) at the end of RFQ. This has been accomplished through custom

solution where automatically Blanket agreements have been created by running simple

concurrent program, saving huge number of man hours and improving the productivity

and efficiency.

Solution (Contd.)

• Different approval processes for requisition from iProcurement and Core system.

• Customize item search through catalog.

• Fulfilling the complex approval hierarchy constituting of amount based and technical base

approver, which drives automatically without any manual intervention reducing short cuts

and black holes.

• Configuring of Stores for Non-stock SPR items and loading all the data for past 3 years SPR `

items.

• Design of Category structure for SPR items without affecting the current Stock Item Category

Structure.

Challenges

Benefits

• Self-service ordering eliminates error-prone paper processes, improving productivity and

control.

• Fully track-able system.

• Requester Fulfilment Tracking and Change Management Saves Purchasing Staff Resources.

• Easy online shopping (GUI) JSP pages feel. It provides an intuitive web-shopping interface

that is instantly familiar to anyone who has shopped online.

• Enforce policies with unprecedented control and governance support.

• iProcurement provides parallel approvals, supports approval based on position hierarchy

and a ‘view only’ approval chain so that the right people can provide approvals in the

shortest possible time.

• Item can be selected from various catalogs.

• Handled most complex approval process through AME.

• Lower procurement costs by cutting transaction overhead, controlling maverick purchasing,

and realizing the full value of your preferred supplier agreements.

• Benchmark on iProcurement Module in usage perspective.

• Elimination of huge pain area for the client which was one of the key objective of the

project.

• Raise Requisitions from external sources even for items which presently do not exist in

inventory.

• Fulfilling of complex approval hierarchy constituting of amount based and technical based

approver which drives automatically without any manual intervention reducing short cuts

and black holes.

• Users can track the progress of their requisitions and even request changes online.

• Elimination of legacy MS access system.

• Enables the suppliers to conduct online negotiation with the buying company.

Benefits (Contd.)

• Online evaluation process by PTRs which reduced huge paper and considerable amount of

saving time.

• Immediate email notification to the iSP Users with information pending PO’s requiring

attention.

• iSupplier provides the supplier with the capability to register, maintain and update their

profile through a self-service interface. This includes details like address, contact, Bank

Accounts.

• More than 2000 Suppliers has been registered and NGHA has gone for complete online

supplier transactions which is the biggest site in the region.

• Provision made in supplier, so that supplier companies registration certificates can be

attached with their validity dates and once the documents validity is completed,

notification is sent to both Buyer and Supplier.

• Around 60 Contract templates developed which address different types of business

contracts.

Benefits (Contd.)

Screenshots

Questions?

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