4-page Case Study - Posted 1/26/2012
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Hospital Automates Processes, Reduces Costs by 25 Percent with Collaboration and Development Platform
Established in 1996, Indraprastha Apollo Hospital, New Delhi, is recognized as a superior healthcare provider around the world. With 3000+ employees, it serves approximately 31,000 people a month. The hospital needed modern business management
software to ensure greater transparency and control over its largely manual processes. With no integrated system, employees lacked holistic insight into patient and operational data. To speed employee connections, strengthen business insight, and improve efficiency,
Indraprastha Apollo deployed Microsoft Office SharePoint Server 2010 as its companywide collaboration platform. As a result of automating procurement, the hospital now saves considerable time, streamlines processes, and has reduced costs by 25 percent. Additionally,
with this implementation, it expects to improve employees’ access to information, reduce errors, improve efficiency, and above all boost collaboration.
||Earlier it was a tedious job to track the procurement process. We never knew where it is stuck. With process automation, we have streamlined our internal procurement operations so that we can focus on our strategic work.
|Srinivasan Raman, Head-IT, Indraprastha Apollo Hospital
Indraprastha Apollo is one of the largest corporate hospitals in the world. It is the third super-specialty tertiary care hospital set up by the Apollo Hospitals Group, jointly with the Government of New Delhi, India. Having started functioning in 1996, today
it is a 695-bed hospital, with provision for expansion to 1,000 beds in future. Among other specialized services, the hospital offers state of the art clinical services in the fields of Cardiology, Oncology, Neurology, Nephrology, Orthopedics, Urology, Multi-Organ
Transplants, Gynecology, Pediatrics, Cosmetic Surgery, and Emergency Care.
The hospital is at the forefront of medical technology and expertise. It provides a complete range of the latest diagnostic, medical, and surgical facilities for the care of its patients. It brings together some of the most talented medical professionals in
the country and has a dedicated team of clinicians to provide the highest standards of patient care.
Operating at such a large scale had required a comprehensive inventory of almost 4,000+ items to meet patient and hospital needs. However, stock procurement was completely a manual activity. There was no system to track the procurement process. Previously,
putting up a requisition meant generating forms, manually filling in details of the items required, and then sending them manually in files to approving authorities. Once the approver received the requisitions, he or she would take time to look into each of
them one by one, which would add to further delays. In case the approver was unavailable, it would significantly delay the verification and approval process. In addition, it was difficult to track the reason for delays and there was hardly any transparency
in the overall operation.
“This process had gradually started to slow down operations,” says Srinivasan Raman, Head-IT, Indraprastha Apollo Hospital. “Apart from taking up a significant amount of time and being prone to errors, this always led to dissatisfaction.”
To enhance the operational efficiencies Indraprastha Apollo felt the need to improve its procurement system. Srinivasan Raman says, “We knew what the bottlenecks were. After we looked closely at the IT systems, it became obvious that we had some infrastructure-related
issues. What we needed was a solution that would facilitate collaboration, automate internal processes, provide a central location for sharing information and, above all, provide complete transparency.”
P. Shivakumar, Chief Financial Officer, Indraprastha Apollo Hospital was keen to improve financial and procurement management across the hospital. Under his guidance, the IT team began to re-write the organization’s technology roadmap, with a focus to enable
business to become more effective.
To execute the complex initiative of establishing a hospital-wide solution, Indraprastha Apollo called on the expertise of Microsoft Services. “We recognized that a solution built on Microsoft technologies would address our specific problems and offer the
flexibility and interoperability that was needed,” says Srinivasan Raman. “We would be able to accomplish our requirements much more effectively and with minimal risk. The industry-leading Microsoft brand name and its market presence also became criteria for
the selection of Microsoft Services.”
Indraprastha Apollo first worked with Microsoft Services to establish the underlying infrastructure, including the rollout of a centralized information system, communication and collaboration strategies, automation of internal processes, and company portals.
The main focus for the hospital was on the material procurement, and the efficient management of its massive inventory. Microsoft SharePoint Server 2010 was the best fit for these needs.
With the implementation of the Store Indent Management system developed on SharePoint, the hospital can now automate the full cycle of putting in a requisition for approval along with real time information of stock availability.
“Accurately tracking our stock items and optimizing our inventory levels were key goals,” says Srinivasan Raman. “With the automation of our processes we surely have achieved the same.”
Besides, process automation, the hospital was also looking at a system that was tightly integrated to help streamline business processes and enable closer collaboration amongst the staff. With SharePoint Server 2010, the hospital created one unified corporate
portal where employees can access any and all information. It also offered immense out-of-the-box functionality that the hospital could take advantage of. Form Services, Workflow Management, and DMS were some of the out-of-the-box features used.
To increase the usage of the system, Indraprastha Apollo also rolled out an integrated messaging system using Microsoft Exchange Server 2010. This gave the users a platform to receive alerts and notifications within Outlook itself. Even approval requests
started coming in to the user’s mailbox making the system very user friendly.
||With the reduction in manpower, we estimate a 25-30 percent cost saving
|P. Shivakumar, Chief Financial Officer, Indraprastha Apollo Hospital
As a result of deploying the new solutions, Indraprastha Apollo has successfully enhanced its procurement capabilities. The hospital has also streamlined operations, simplified data access, reduced costs, and improved business intelligence. And because these
solutions are built on Microsoft technologies, the hospital is confident that it has adopted a platform that will allow it to scale and expand. Srinivasan Raman says, “With fully automated processes, complete visibility over inventory, and no risk of human
error, we can concentrate on strategic tasks such as expanding business opportunities.”
Faster Procurement Process
Prior to the implementation of this solution, it was not only difficult but also time consuming to coordinate procurement. Hospital employees can now work more efficiently through a coordinated and automated procurement. With no manual tasks, efficiency has
also significantly improved.
“Earlier it was a tedious job to track the procurement process. We never knew where it was stuck,” says Srinivasan Raman. “With process automation, we have streamlined our internal procurement operations, so that we can focus on our strategic work.”
He continues, “In the past it could take more than 2-4 days to handle procurement requests. Now this is reduced to the maximum of an hour in a day.”
Reduced Need for Manpower, Cost Savings of More Than 25 Percent
Indraprastha Apollo has eliminated several manual IT tasks and saves considerable time through process automation. This has in turn reduced the need for manpower. Previously, a requisition approval would involve the manual process of carrying the requisitions
from one approver to another. All the delay caused due to manual touch points are now addressed with automation.
“With the reduction in manpower, we estimate a 25-30 percent cost savings,” says P. Shivakumar, Chief Financial Officer.
With this automation, the organization is seeing multifold benefits including bringing in a smooth process and completely transparent system.
Microsoft SharePoint Server 2010
Microsoft SharePoint Server 2010 is the business collaboration platform for the enterprise and the Web.
For more information about Microsoft SharePoint Server 2010, go to:
For More Information
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For more information about Indraprastha Apollo Hospitals products and services, call +91 11 26925858 or visit the website at:www.apollohospdelhi.com
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