Implementation + Rollout of E-Business Suite in 13 entities at Dr. Sulaiman Al Habib Medical

Group (HMG),Kingdom of Saudi Arabia

Background

HMG is one of the largest providers of comprehensive healthcare services in the MENA; as it is currently operating 14 Medical Facilities across Saudi Arabia, UAE and Bahrain, including 7 Hospitals and 6 Medical Centers and developing one of the largest private medical cities in Saudi Arabia.

Dr. Sulaiman Al Habib Medical Group is committed to bringing the most

advanced medical technology available, attract highly qualified and distinguished medical professionals reflecting their focus on quality services and commitment towards providing premier healthcare services to our valued patients.

Number of Employees : 8000+ Number of Users : 500+

Project Outline

Modules Implemented

• Oracle Financials : AP, AR, GL,

CM, FA, AGIS

• Oracle SCM : Purchasing ,

Inventory

• Oracle HCM : Core HR , Payroll

Hardware Platform :

(a) Server Make - HP Blade System

(b) Database Version: RDBMS 11g R2

(c) Applications Version: 12.1.3

Operating System : Redhat Linux 6

Project Kick Off Date : 15-Jun-2013

Project Go Live Date : 16-Mar -2014

Resource Details

Evosys Resource Details

Project Manager : 1

Functional Consultant : 6

Technical Consultant : 3

Solution Architect : 2

DBA : 1

Client Resource Details

Project Manager : 1

Technical Consultant : 1

DBA : 1

Functional Consultant : 3

13 Business Entities of HMG

Business Organization Location Abbreviations Business Functions

Dr. Sulaiman Al Habib Medical

Group Services Holding Co.

Riyadh HMG Holding Corporate Body Managing /Helping Financially &

Operationally to entire HMG Group Hospitals

Dr. Sulaiman Al Habib Medical

Center Co.

Riyadh HMC – Olaya OPD Clinics

Riyadh Surgical Hospital Co. Riyadh Surgical Hospital Fully Operational Hospital

Al Mustaqbal Company for

Establishing Hospitals

Riyadh Maternity Hospital Maternity Hospital, having partner owned 50%

Rayan Hospital for Healthcare Co. Riyadh Rayan Hospital Fully Operational Hospital

Dr. Sulaiman Abdulaziz Al Habib

for Healthcare Co.

Riyadh Home Health Care A company providing specialized healthcare services.

Asharq Alawsat Pharmacies Co. Riyadh ME Pharmacy A Company having major operations of centralized

procurement and distribution and Sales of pharmacy,

Cosmetics & General items and operating various

outpatient pharmacy geographically distinct locations.

Buraidah Al Takhassusi Hospital for

Healthcare Co.

Qassim Qassim Hospital A Fully operational Hospital

Al Gharb Al Takhassusi Hospital For

Healthcare Co.

Riyadh Takhassusi Hospital A Fully operational Hospital

Dr. Sulaiman Al Habib Medical

Center FZ – LLC

Dubai Dubai Clinics A Medical Center

Dr. Sulaiman Al Habib Medical

Group Services Holding Co. -

Foreign Branch

Bahrain HMG Bahrain A Medical Center

Dr. Abdul Aziz Ibrahim Al-Ajaji

Medical Group for Dental

KSA &

Dubai

Ajaji Dental A Group of dental clinics operating across kingdom of Saudi Arabia and Dubai.

Al Mokhtabarat Diagnostic Medical

Co.

Riyadh MD Lab An advance laboratory wholly owned by HMG

13 Business Entities of HMG Contd…

Integration with Third Party Software

SCM Integration: Following interfaces were built between Oracle Inventory Module and HMG’s Hospital Information system for patient dispensation to have fully integrated and accurate inventory management system. 1) Inbound Issue to patient, 2) Return from Patient, 3) Receipt from central store /Branch 4) Transfer/Issue to Other Branch, 5) Item Master Interface, 6) Unit Of Measure Master Interface, 7) Sub-Inventory/Location Interface

Financial Integration: Following interfaces were built between Oracle AP, GL and AR Modules with Hospital billing system in order to achieve a completely integrated billing solution. 1) Customer Interface, 2) GL Interface, 3) Invoice Creation, 4) Receipt Creation, 5) Receipt application to Invoice, 6) Receipt Number outbound 7) Refund to patient

Integration with Third Party Software Contd…

HRIS Integration: 1) Integration was built to transfer Job and Position information to HMG’s in-house system

for PRF Processing, 2) integration was built to receive applicant information from HMG’s in-house system to Oracle HRMS as an Employee.

Pharmakon Integration: 1) Integration for Validations 2) Integration for Deductions CAT Integration: 1) Integration for transferring employees’ attendance information to oracle OTL Module for correct Overtime calculation.

Business Problems

Unmanageable existing In-house system

Manual Accounting entries for all transactions

Lack of Internal Control for basis Procure to Pay and Revenue Cycle

Decentralized databases for various entities and functional areas

Non-Integrated processes requiring lot of manual efforts and reconciliation processes

Required a Standardized ERP System in order to Plan for IPO

Challenges

Strict Time Lines for Implementation with the KSA Visa Rules Changed

Go Live expectation along with Interface

Delay in Deliverables Sign-offs

Two Vacations (Ramadan, Hajj) falling during the Project Life Cycle

which were affecting the efficiency of effort put in

Lengthy Quality Assurance Process and multiple iterations for testing

SIT (System Integrated )

Solutions

Real Time Integrations between HIS System and Oracle for correct recording of Inventory movement with its accounting impact.

Well developed and fully automated integrations between Hospital

Billing system and Oracle in order to have correct recording of revenue

Dynamic Min-Max Item Planning

Multiple Discount and its auto calculation on Quotation and PO forms

ISO Return at Purchased Price

Maintaining Loan Schedules in System

Custom forms for Recording of LC and LG Transactions

Below are some of Key Solutions which were provided to HMG over and above with the Seeded Features of Oracle, which will improve HMG business process a lot :

Business Benefits Delivered

Key Benefits

Standardized and trustworthy Accounting and Transaction recording System for

entire organization.

Streamlines process for recording of business Transactions across different entities.

Automatic Charging of Intercompany charges for inventory transactions between

various entities.

Charging and settlement of Intercompany accounting through the system.

Consolidated Summary Reports with Drill down to Transaction Level, resulting in

reduced Dependency on Other Operations for Information.

Business Benefits Delivered Cont…

Key Benefits

Individual as well as consolidated reporting for various Business Entities.

Automated accounting for All Financial transaction for all functional area of

SCM, FIN & Payroll.

Implementation of Internal control through the system over Procure to Pay cycle

Centralized Database across various functional areas and various Entities.

Fully Integrated Interfaces for all functional areas reducing the requirement for

reconciliation as well as manual Intervention.

Value Addition by Evosys

Implementation of Additional Modules such as Advance Global Intercompany

system (AGIS), E business Tax even though was not part of original scope.

Reports and Alerts provided from Other Client: 23 Reports & 7 Alerts.

Evosys applied its expertise of Interfaces in other health care clients and

through which were able to achieve a more mature solutions for interfaces.

Focused on increasing the system Usage through which reduced the manual

processes as well as manual paper work.

Even though project was of strict timelines Evosys provided scope for

performing full fledge KUT, UAT and SIT for Integrations.

Critical Success Factors

Reduced time spent for compiling, reconciling, and consolidating data from fragmented

ERP systems.

Experienced Consultants:

o With Good System Knowledge

o Dedicated and Die-Hard Efforts

o High Patience Level

Educated Client Key User Base and IT Team

Support and Quick Response from Offshore Team

Followed Solution Design Approach with Matured CRP1

Utilized Solutions/Reports/Alerts from Other Client

Methodology Used

We followed Solution Design approach as proposed by OUM – Oracle Unified Methodology

Contract Signing

High Level Analysis

SDA I – Solution Design Architecture I

SDA II – Solution Design Architecture II

SIT – System Integrated Testing

KUT – Key User Training

UAT – User Acceptance Testing

Go Live

Questions?

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