Frequently Asked Questions

Q: What is the Administrative Information Management System (AIMS)?
A:

AIMS is an integrated business system for managing finance, payroll, benefits, scheduling and supply chain processes to achieve standardized provincial tools and improved data accuracy. The AIMS Project also provides a consistent approach to managing finance, payroll and benefits, employee scheduling and supply chain.

Q: Why do we need AIMS?
A:

The current business processes encompass 82 non-integrated systems with no provincial standards. Many activities are being completed manually, and the lack of real-time, accurate integrated reporting restricts access to timely, comparative provincial information.

AIMS offers the following advantages:

  • Integrated, strategic information to inform effective decision-making
  • Standardized tools to support the development of consistent practices and processes
  • Improved data accuracy, reliability and integrity to plan, forecast and report

Q: How does this benefit clients, patients, residents and families?
A:

The implementation of AIMS will improve the experience of Saskatchewan clients, patients, residents and families:

  • Provide a consistent and positive experience for healthcare professionals, leading to a more positive result for clients, patients, residents and families
  • Reduced administrative time, effort and cost which can be redirected to patient care
  • Ensure the right resources are available at the right time and place

Q: What is the process that led to the launch of the AIMS project?
A:

The journey to the launch of the AIMS project has extended over 6 years, with key milestones including:

2012  Purchase of iHRIS is approved, providing the required health information software
2012-2013  Purchase of Enterprise Resource Planning (ERP) software and processes is approved
2015-2016  Proof of concept trials held in three regions
2018  Cabinet approval to proceed with AIMS

Q: Who is involved in the AIMS project?
A:

The AIMS Project is a combined effort of the Saskatchewan Health Authority, 3sHealth, eHealth, the Saskatchewan Cancer Agency, SAHO and affiliated employers.

The project team will include representation from across the province, with approximately 40 project team members involved through the 21-month project with others involved for shorter periods. Approximately 75 full-time roles will be required at various times over the full term of the project.

There will be opportunities for input from other staff throughout the project as subject matter experts will be required to provide insight into the project development, as well as for testing, system design and validation of processes.

Q: What areas will be addressed by the AIMS project?
A:

The AIMS Project will focus on three key areas including Human Resources (payroll and scheduling), Finance and Supply Chain.

Q: What is the timeline for implementation of the AIMS project?
A:

The AIMS Project has three phases that extend over 21 months:

Phase I: Imagine (Begins October 1, 2018)
The Imagine phase is the high-level design phase, with activities directed toward engaging users and stakeholders to understand current practices. This study will include evaluating challenges and opportunities, while harvesting ideas as to a desired future state.

Phase II: Deliver
The Deliver phase involves creating a prototype, testing and revising according to project requirements. Deployment planning begins with considerations including end-user training and transition plans to move from a testing environment to live production.

Phase III: Run
The Run phase involves the migration from the pre-production environment into full utilization, followed by support for the new business processes.

Q: Who, and how, will people be impacted by the changes?
A:

There are changes that will be well-received by employers, employees and healthcare providers. Changes to the way some work will be performed may also be required. However, until provincial needs and processes have been evaluated, no decisions will be made that would involve change. Communication will be ongoing throughout the process.

Q: What are the risks of implementing a single solution?
A:

All change may include elements of risk and create uncertainty. This is why the AIMS Project includes a risk team, as well as an organizational change team. Every consideration will be given to any proposed changes, and how to mitigate both risk and uncertainty related to change. The first phase of the project will be dedicated to reviewing all aspects of future design.

Q: How can I contribute to the AIMS Project?
A:

Subject matter experts will be required for configuration, testing and validation of system design and processes. New technical opportunities will also become available. Individuals with expertise in their subject areas will have opportunities to contribute to workshops and design sessions to shape and influence future service delivery models and standard business processes for the service lines being reviewed including Human Resources, Finance and Supply Chain.

Q: How can I learn more about the program?
A:

The AIMS project website, AIMSproject.ca, will feature regular updates on the project. Information will also be distributed through the Saskatchewan Health Authority website, saskhealthauthority.ca. Other avenues of communication will also be used to widely-disperse information related to the project.

Q: What kind of systems will be integrated: WinCis? EMR? Payroll?
A:

During the initial Imagine Phase of the project, there are a series of workshops being held that include employees from across the province. These workshops are intended to explore the current practices and needs. From these workshops, decisions will be made as to what will be required moving forward.

Q: I have been involved in a number of changes with systems involving payroll, human resources, and attendance management, and I want to say that the #1 key to success has been the communication and approach by management to ensure the end users are on board in a positive manner. I truly hope the end users will have a place for input into this integration.
A:

We couldn’t agree more. The AIMS project team consists of employees from across the province. Each project team lead is tasked with identifying employees to provide input into the project both during the initial Imagine phase, following through to the Deliver and Run phrases. The subject matter experts are the people who know the work best, the staff.

Q: What is being done to involve the smaller centres?
A:

The AIMS Project Team includes employees from across the province (Moose Jaw, Swift Current, Weyburn, Prince Albert, Regina, Saskatoon) to ensure the broad representation required to create an integrated system. The workshops planned for the Imagine phase will be conducted in either Saskatoon or Regina to provide central locations for workshop participants who will attending from various areas of the province.

Q: How will the AIMS Project affect or benefit various members of the health care team?
A:

AIMS will benefit all involved in healthcare within the province. Employees will benefit from a range of more convenient self-service tools, employers will be able to make better informed decisions, and patients will benefit from the information healthcare professionals will be able to easily access. What affect AIMS may have on members of the health care team is not known, as the Imagine phase of the project is focused on collecting information from employees on the practices in place and future needs. No decisions will be made until that evaluation is complete.