AIS/ERP Systems For Ramsay Health Care – Business Report For Client

Business Process of Ramsay Health Care

In the context of this research report, Ramsay Health Care organization is selected from the health care sector of Australia in order to address and fulfill the aims and objectives of the research study. This research paper would explain the business process, system requirements and business requirements for the information systems such as: AIS/ERP. In addition, this paper is provides a clear description about the major software and vendor within the industry. Additionally, it is also focus on methods of technologies utilization, potential security risks, data breaches and guidelines to overcome such security issues.

Generally, Ramsay Health Care is one of the largest, biggest and fast growing health care organizations in the Sydney, Australia that was established in the year 1964 in order to fulfill the health care needs of people. On the other hand, it is also found that, it also has a strong network of health care organizations or hospitals across the nation. For case, there are more than 220 hospitals in the Australia that offers all the medical, health care and surgery related facilities to the public. In the current time, it is the biggest operator of the private hospitals in the nation. Moreover, it is also accessed that, it is well-respected, trusted, recognized, and reputed brand in the health care industry of the Australia. The following flow chart indicates the business process of   Ramsay Health Care (Ramsay Health Care. 2017).

In addition to this, the following given below reflecting the overall business process of the Ramsay Health Care organization. This chart shows that, the business process of the Ramsay Health Care organization is start from the needs to results by considering several elements including preliminary analysis, diagnostics, treatment and recovery. Additionally, it is also analyzed that, this health care firm is providing full services to their patents by using several key strategies and ways.      

On the other hand, based on the business process, it can also be said that, Ramsay is conducting millions of procedures in each year. This process is also suggesting that, it is using a balanced health care system to attain key objective and goals. Along with this, it is also important to know that, it is offering a wide range of medical and health care facilities to fulfill the health care requirements and needs of patients from the day surgery procedures to highly complex surgery, psychiatric care and rehabilitation (Ramsay Health Care. 2017).

On the basis of business process, functions and activities of Ramsay Health Care organization, it can be said that, the organization have to perform various types of indispensable functions and roles in order to fulfill the long term objectives and goals. The following below diagrams clearly indicates that, within the healthcare firm, the functions related to human resource management, revenue cycle management, patient care management, healthcare counseling, finance & accounting, content management etc are the major indispensable function of the organization. These functions are performed by the Ramsay Health Care organization in order to achieve competitive advantages in the market and attain strategic vision and mission. In addition to this, among all these functions, accounting, revenue, and finance related functions of the organizations are more indispensable so it would require innovative tools, technologies, information systems and AIS/ERP Systems. Moreover, by using AIS/ERP Systems would help the organization in conducting these functions in an innovative, dynamic, and accurate manner (Van Gurp, Prehofer, and Bosch, 2010). So, there is strict and immediate business need to adopt and execute enterprise resource planning systems.       

Develop Business Requirements for AIS/ERP

On the other hand, ERP would allow the organization to take the benefits of financial functionality feature of ERP SP to conduct financial reports for the different authorized hospitals. So, in order to conduct the financial and accounting functions, it would require AIS/ERP Systems. Additionally, the organization would also require to conducts plan for the inventory control so it would help in improving the supply chain process of the firm directly.  Along with this, it is also important to know that, in order to enhance organizational productivity, manage day to day functions, reduce costs, improve decision making, and attain competitive advantages from the competitive market, the health care firm would have to adopt AIS/ERP. At the same time, the origination would also require tracking the performance of firm on the regular basis, this system would help the organization in tracing, measuring and monitoring of organizational performance in an effective and proper manner. Overall, it is observed that, Ramsay Health Care organization should focus on using new systems to bring innovation, improvements, reliability, flexibility, accountability and creditability within the indispensable functions (Al-Mashari, Al-Mudimigh, and Zairi, 2003).

The new system such as AIS/ERP would help the Ramsay Health Care organization in offering of a lot of tangible and intangible benefits. For example, ERP system would help the organization in improving the customer satisfaction rate, resource allocation, information accuracy, decision making ability. In contrast, it would also help in reducing the quality costs and other errors or issues. ERP would also help in enhancing the organizational efficiency, reporting & planning, facilitated regulatory compliance, simplified business process, improving data/information quality. In the same way, it would also more valuable for the company in standardized their current business process, and improving collaboration. At the same time, the ERP would also allow the organization to collect real time information and data from the different departments. Moreover, ERP would also play a key role in satisfying the needs and wants of key stakeholders in an effective and proper manner (Staehr, 2010).

The following are the key major points with regards to the Health care Company for the system requirements such as:

In the current time, due to the up-gradation and improvements in the technology, there are a lot of software applications are available in the market place that could be used by the business firms to fulfill their IT related needs and wants. For instance, SAP, Microsoft, IBM, Oracle Corporation, MYOB, Recon, Xero etc are the major vendors or sellers of different kinds of software applications. These vendors are offering different unique types of software or application or solutions to their individual and corporate clients in order to fulfill their needs and wants. On the other hand, it is also important to know that, these are different in term of their offering of products and services. It means these vendors are providing similar kinds of software products but they are not similar in term of users, price, cost, functions, services, functionalities etc. These are the major factors that are creating the difference among the software application. In addition to this, it is also accessed that, the major types of software or applications are ERP SAP, Accounting software (MYOB, Xero), enterprises application, DSS, TPS, MIS etc. But, the main software applications used by the companies or business firms are SAP ERP, Xero, Recon and MYOB (Beard, and Sumner, 2004). The following discussion indicating a clear overview about the major vendors, their software, along with the key services, feature and functionalities:

Systems Requirements

SAP: It is one of the largest, biggest and leading enterprise software applications providing company of Germany. It is offering cloud based software’s to the business firms that are easy to use and access and not required any extra cost for the implementation. Basically, this software application is designed for the multinational and big companies so it is a high end-ERP application. This software is allows the companies to conduct and perform their complex tasks related to core finance, human resource, supply chain, product design and pay. On the other hand, by using this application, the users could bring innovation within their current business process and systems (SAP Australia Pty Ltd. 2017).

MYOB:  It is an accounting software company of the Australia that allow the users to avoid error made by the human within the accounting, auditing and financial functions. The main feature of this product is that it is a browser-based accounting product that could be accessed easily by any company. But this software is suitable for the small and medium sized companies that need accounting solution of their problems. On the other hand, the user could conduct the functions related with the billing, currency, taxation, planning, and supply chain and inventory management but for the limited time. Hence, this could be used to encourage the accounting staff and allocate the resources effectively (MYOB. 2017).

Xero: It is other software application company that is dealing in accounting/financial software.  This product is effective for the small companies and medium sized could use for the limited functions. This is based on the software as a service technology and allows the users to perform the functions related to the accounting and finance effectively (Xero. 2017).   

Overall, it can be summarized and suggested to the health care company that it should not use both Xero and MYOB beocuse these are suitable for the small and medium sized company. So, use of SAP ERP would be effective in order to fulfill all the objectives in an effective and proper manner.

Motivation to Employees, Staff and IT Professional: The most common, cost effective, and innovative method to use technologies at the workplace to improve business efficiency is employee motivation. This method enables companies to utilize technologies in a dynamic manner. For case, based on this method, a company is encourage and motivate their staff or key employees for the use of new and dynamic technologies and tools. This method is play a key role in developing positive attitude, and perception in the minds of employees about the use new technologies. By motivating, they come with the unique and new ideas and promote innovation at the workplace. This is one of the best methods because it does not require more time, cost and higher efforts. But, the top management of the company is requires only effective communication with their key people. The success of this method depends on the level of communication, coordination and cooperation to the employees by the senior management. Overall, it can be said that, a company should adopt and implement innovative ways to motivate and encourage to their key employees for the use of technology (Botta-Genoulaz, Millet, and Grabot, 2005).          

Software and Vendor Selection

Promoting Strategic thinking and Conducting Strategic Planning: It is another method to utilize technologies within the company to enhance business efficiency. According to this method, a company and its management have to think strategically in order to develop strategic plan for the overall success of technology. For case, the strategic plan should be about the use of new technology to improve organizational efficiency. Moreover, strategic communication plans must be incorporated by the management of the company in order to utilize technologies. Furthermore, it should also be analyzed and accessed by the company that how the technologies would provide competitive scope and reduce overhead and other costs of the company. In the same way, this method would assist the company to save various costs of technologies implementation and improve decision making abilities (Soja, and Paliwoda-Pekosz, 2009).       

Rethinking about Business Strategies and Procedures: This method is state that, a company should redesign its business strategies, IT methods and different procedures on the regular time period in order to improve business efficiency and utilize technology in order to attain the IT investment objectives   For example, by rethinking, a company could promote innovation and utilize technology in a more dynamic manner. Hence, this method would be more valuable in offering competitive advantages and scope in an effective and innovative manner (Wieder, Booth, Matolcsy, and Ossimitz, 2006).

In the present time of digital era, several techniques, approaches and dynamic ways are used by the organizations in order to evaluate and access the efficiency of the technology implementation. This step helps the user company in understanding the performance of the technology within the organization. On the other hand, it is also important to know that, different short and long run plans are developed by the top management of the company in order to analyze the level of efficiency. This indicates that, they have to spend their important time and efforts for the technology implementation (Dien, 2010). For example, different application or softwares are develops to verify and check the performance against the technology implementation. This step allows the management of the company to take specific actions and decisions to improve the current level of Efficiency of Technology Implementation.

This is an important method and strategy that also allow entire staff of the organization to attain core and fundamental goals and objectives associated with the IT and technology. This indicates that, this assist in attaining the IT investment objectives. At the same time, it is also found that,  a company can also prepare and conduct analysis not only on the cost of implementation but also on opportunities and benefits in order to develop a clear understanding about the efficiency level of technology. In the same way, by developing and creating cost and benefit analysis, the management and responsible staff of the organization would be able to access and determine the efficiency level of technology implementation within the company (Poba-Nzaou, Raymond, and Fabi, 2008).

Along with this monitoring and tracking the performance of technology is another important way or method that could also be adopted by the senior management of the organization in order to determine the level of technology implementation. Apart from this, it would also be more valuable and effective for the organization and its management to focus on re-designing the business process and organizational structure for the purpose to access the level of information systems execution. The performance and standards of the existing platforms should be examined against the new technology. This would also allow to verifying the performance of new technology within the company. On the other hand, by accessing the internal and external environmental factors and their impact of the company and its technology would help in analyzing the level of efficiency of the technology execution. In simple words, it can be said that, the overall focus of the company should be on analyzing political, social, cultural, environmental, economic factors. At the same time, it is also found that, a company and its IT staff should also use power sources to determine the level of technology within the company (Rolandsson,  Bergquist, and Ljungberg, 2011).

It is accessed that, the implementation process of ERP or a new systems would bring a lot of cost along with the security risk and data breaches related issues for the Ramsay Health Care organization. It means in the execution of ERP, the organization has to face a number of security related issues and problems that would have negative impact on the total success of the company. For instance, due to insecure password, the organization may face security related issues such as: data/information hacking, cyber security, online fraud, document theft, cyber crime, data linkage etc (Kumar, Pollanen, and Maheshwari, 2008). The major types of security risk and issue for the company would be

• Virus
• Spyware
• Unauthorized access    
• Trojan
• Adware
• Scareware
• Worms

The following are the key guidelines, strategies and best ways to address and overcome the issues related to security risks and data breaches. These key methods must be used by the organization in order to attain the IT investment objectives effectively.

• The organizations must develop security procedures, policies and monitoring tools in order to protect the confidential and sensitive information of the organization
• It should not share any information about the patients in the front of third party or unauthorized users
• Private information should be accessed only by the authorized members of the organization (Johansson, and Sudzina, 2008).
• Most powerful security technologies must be adopted within the system
• Conducting of educational programs and employee training on the privacy and security of the data
• Arrangement of training programs on the security issues  
• To use specific technology or ways to monitor information and data linkage
• Tracking of information through authorized sources
• To explain accessibilities standards within the workplace
• The organization should create strict policy to ban on unencrypted device
• Controlling and monitoring all the activities of the staff, employees and other related people (Ellis, and Van Belle, J2009).
• Developing of potential security risk plan  
• Promoting open communication and cooperation with regards to security violation and privacy of information and data
• Effective measures to use, control and handle the private and sensitive information or data
• The new systems must be secure through strong password or user ID
• Regular monitoring of most commonly used software or application within the organization
• Hiring of IT experts and professionals to provide the guidance about the new systems
• Monitoring of all the activities of the network
• Conducting vulnerabilities analysis
• Back up of data on the regular intervals
• Focus on E-Mail management
• Use of two-factor authentication systems
• Developing of repair and maintenance plan  
• Creating of document recovery plans(Haug, Pedersen, and Arlbjørn, 2010).

On the basis of above guidelines and strategies, it is suggested to the health care organization to adopt, use and execute all these procedures in order to overcome security issues and data breaches in an effective and proper manner.  

Conclusion

Based on the above analysis, it can be concluded and summarized that, in order to bring innovation and improve business process, all the types of companies or organizations must use information systems and technologies. On the other hand, a software or vendor must be selected on the features functions and other aspects. Overall it can be concluded that, in order to compete in the market, improve organizational efficiency, reduce error and gain significant market opportunities, business firms or other companies should use information systems and technologies.  

References

Al-Mashari, M., Al-Mudimigh, A., and Zairi, M. (2003). Enterprise resource planning: A taxonomy of critical factors. European journal of operational research, 146(2), pp. 352-364.

Beard, J. W., and Sumner, M. (2004). Seeking strategic advantage in the post-net era: viewing ERP systems from the resource-based perspective. The Journal of Strategic Information Systems, 13(2), pp. 129-150.

Botta-Genoulaz, V., Millet, P. A., and Grabot, B. (2005). A survey on the recent research literature on ERP systems. Computers in Industry, 56(6), pp. 510-522.

Dien, J. (2010). The ERP PCA Toolkit: An open source program for advanced statistical analysis of event-related potential data. Journal of neuroscience methods, 187(1), pp. 138-145.

Ellis, J., and Van Belle, J. P. (2009). Open source software adoption by South African MSEs: barriers and enablers. In Proceedings of the 2009 Annual Conference of the Southern African Computer Lecturers’ Association. pp. 41-49.

Haug, A., Pedersen, A., and Arlbjørn, J. S. (2010). ERP system strategies in parent-subsidiary supply chains. International Journal of Physical Distribution & Logistics Management, 40(4), 298-314.

Johansson, B., and Sudzina, F. (2008). ERP systems and open source: an initial review and some implications for SMEs. Journal of Enterprise Information Management, 21(6), pp. 649-658.

Kumar, V., Pollanen, R., and Maheshwari, B. (2008). ERP systems effectiveness inimplementing internal controls in global organizations. Enterprise Resource planning for Global Economies: Managerial Issues and Challenges, pp. 227-250.

MYOB (2017). Available At: https://myob.com.au/ [Accessed on 24 May 2017] Poba-Nzaou, P., Raymond, L., and Fabi, B. (2008). Adoption and risk of ERP systems in manufacturing SMEs: a positivist case study. Business Process Management Journal, 14(4), pp. 530-550.

Rolandsson, B., Bergquist, M., and Ljungberg, J. (2011). Open source in the firm: Opening up professional practices of software development. Research Policy, 40(4), pp. 576-587.

Ramsay Health Care (2017) About Us. Available At: https://www.ramsayhealth.com/ Accessed on 24 May 2017]

SAP Australia Pty Ltd. (2017). About SAP. Available At: https://www.sap.com/australia/about.html  {Accessed on 24 May 2017]

Soja, P., and Paliwoda-Pekosz, G. (2009). What are real problems in enterprise system adoption?. Industrial Management & Data Systems, 109(5), pp. 610-627.

Staehr, L. (2010). Understanding the role of managerial agency in achieving business benefits from ERP systems. Information systems journal, 20(3), pp. 213-238.

van Gurp, J., Prehofer, C., and Bosch, J. (2010). Comparing practices for reuse in integration?oriented software product lines and large open source software projects. Software: Practice and Experience, 40(4), pp. 285-312. Xero (2017). Available At: https://www.xero.com/ [Accessed on 24 May 2017]

Wieder, B., Booth, P., Matolcsy, Z. P., and Ossimitz, M. L. (2006). The impact of ERP systems on firm and business process performance. Journal of Enterprise Information Management, 19(1), pp. 13-29.

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