Frequently Asked Questions

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 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

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

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

The AIMS Project has three phases:

Phase I
Phase 1 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
Phase II 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
Phase III involves the migration from the pre-production environment into full utilization, followed by support for the new business processes.

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. Provincial needs and processes will be required. Communication will be ongoing throughout the process.

Individuals with expertise in Human Resources, Finance and Supply Chain are involved in various aspects of the development of AIMS, including workshops, design sessions and testing.

Employees have been involved from across the province to ensure broad representation.

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 access.

Currently, many staff have not entered this information on Gateway Online, so it becomes difficult for employers to reach these employees. The benefits to employees of the new business system are reliant on having an email in order to gain access to the system. A landline or mobile phone is required should you choose the option of receiving scheduling notifications by phone or text.

When more than one email is entered, it is the email entered in the ‘Home’ field that will be the default email address.

If you have forgotten your password to Gateway Online:

Link: There is a “Forgot Password” link on Gateway Online. If you have an email already on file, it will send an email to you so you can reset your password.

If you do not have an email on file:

By Phone: eHealth Service Desk at 1-888-316-7446

or

By Email: servicedesk@eHealthSask.ca

The technicians at eHealth will help you reset your password.

If you have an email address that is used by other family members, it is considered a security risk in today’s environment as others are able to view your confidential information. It is a decision you will have to make as to whether you feel comfortable with another individual having access to your work-related information. If you are not comfortable with another individual having access, then opening your own free email account would be an option.

The system is accessible through a mobile device app from your mobile phone, or you could use a computer or kiosk at your work.

Today, it is easy to create a free email address through Google, Hotmail or another provider of your choice. Each provider supplies easy steps to sign-up for an account.

When leaving the organization you should ensure you update your contact information to include your personal email in order to receive further relevant communications from the employer. Any staff leaving the organization will be asked to confirm that their current information is accurate.

If you have a valid email address and a landline and/or mobile phone number in Gateway Online and it has not changed, then there is nothing further required.

Email would be the primary method of receiving information from the employer. Scheduling notifications would be sent by phone or text should you choose one of these options.

Without an email address on file, you will be unable to access the system for electronic shift scheduling, pay statements, benefits reports and other important pieces of personal information. Without a landline or mobile phone number, you will not be able to receive scheduling notifications by phone or text. Paper schedules currently being posted to units will remain until the administrative information management system is launched.

An email address is required if you wish to apply for another job within the health system. In future, password resets will require a contact email for security reasons. A landline or mobile phone number is needed should you choose to receive scheduling notifications by phone or text.

Providing a landline and/or a mobile phone number allows you to receive scheduling notifications by phone or text should you choose one of these options.

The majority of employees will experience the benefits of the new system. Various implementation considerations may affect the availability of some features for some employees.

Your information is stored in a secure environment and will be visible only to authorized personnel on a need-to-know basis. Safeguards are in place to secure your information.