[Feature] Modernizing RITM administrative processes for continuous quality improvement

“By modernizing our operations, RITM becomes better-equipped in providing stakeholders quality services,” he exclaimed.

Jeffrey de Leon is head of the newly established Information Technology (IT) Department of the Research Institute for Tropical Medicine (RITM).

With his stead, the IT Department of RITM is currently developing its IT systems and infrastructure, which focuses on human resource management, procurement, document management processes, upgrading of IT infrastructure and improvement of technical support services.

“While certainly challenging,” de Leon stifles a nervous chuckle, “RITM’s IT systems and infrastructure expansion initiatives aim to streamline and simplify the Institute’s operations.”

Over the past few months, the IT Department is working side by side with the RITM Administrative Division to improve its digital quality management and documentation.

Human resource management automation

Improvements in the IT system seek to facilitate paperless transactions where possible. The Payroll System, for instance, has been updated to allow employees to download a copy of their pay slips online.
Likewise, the Attendance Management System allows employees to generate their Daily Time Record (DTR), leave card, and computations. The new systems also extract related information and consolidate them into a comprehensive program.

Apart from enabling personnel information database management, the Personnel Information System (PIS) also allows the HR Department to provide human resource statistics and permission to download individual 201 file or Personal Data Sheet (PDS).

Meanwhile, the Training Registry centralizes records of the Institute’s Learning and Development Interventions (LDIs). The feature comes integrated with the PIS.

Streamlining procurement and administrative processes

To hasten assessments conducted prior to procurement, the updated Procurement System now enables consolidation of the Project Procurement Management Plan (PPMP) into the Annual Procurement Plan (APP), and, consequently, Purchase Requests (PR).

Through the recent string of feature updates, vendors can now use the Vendor Registry Portal to submit document requirements for procurement.

“In the registry’s final iteration the feature will expand into a full registry of suppliers for the Institute, and display contextual information on current proposals, bids, and purchases for suppliers,” noted de Leon,

Quality Management System reinforcements

Recently, RITM received its ISO 9001:2015 re-certification from TÜV Rheinland. Through the new ISO 9001:2015 standard, the Institute’s Quality Management System (QMS) focuses on its risk and opportunities management as well as the integration of its products and services to the RITM business map.

As part of the Institute initiative to improve its QMS, a Document Revision Control System was created to manage revisions for submitted and approved documented procedures.

Meanwhile, the new Online Customer Satisfaction Survey (CSS) centralizes the encoding of client feedback. Launched in July 2018, the system shortens the turnaround time (TAT) for processing data, with its automatic consolidation and generation of real-time statistics.

Virtual paper trails through document management systems

Currently up for testing, the institutional Document Tracking System provides a virtual paper trail of documents created within the institute.

On the other hand, the Online Document Dissemination System will allow concerned departments to directly receive memorandums, notices of meeting, and other advisories online.

Projects in the pipeline

Currently, the IT Department has three projects in the pipeline. Developments are underway for (1) the Asset Management and Inventory System, (2) the Hospital Information System (HIS), and (3) the IT Department Service Request System.

Upon its completion, the Asset Management and Inventory System will be integrated into the Institute’s Procurement System. On the other hand, the HIS will support the hospital’s daily operations. Future plans also include the installation of monitors for displaying queue numbers for patients.

Meanwhile, the IT Department plans to launch an online Service Request System to improve its service delivery, expedite communications, and fast-tract resolution of other IT-related concerns. Future plans also include the installation of additional network nodes, upgrading of firewall appliances, wired internet connections, and Institute-wide wireless connection hotspots.

“For now, the Department’s focus lies in simplifying the Administrative Division processes, but soon we will improve our support for the technical divisions,” said de Leon.

RITM is set to introduce and launch its new IT systems and infrastructure expansion initiatives in 2019.

by Christine Joy Peradilla, Planning Office [RITM WebTeam]