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Implementation - Leeds

  • Project Duration: 6 Months
  • Finance & Procurement
  • Implementation

System Implementation

Leeds Teaching Hospitals NHS Trust

PROFILE

Leeds Teaching Hospitals NHS Trust (LTHT) is one of the largest teaching hospitals in Europe, a regional and national centre for specialist treatment, a world renowned biomedical research facility, a leading clinical trials research unit and also the local hospital for the Leeds community.

LTHT have a budget greater than £1 billion, providing local and specialist services for the immediate population of 780,000 and regional specialist care for up to 5.4 million people.

CHALLENGE

LTHT had an Oracle 11i solution in place for Procurement, Accounts Payable and General Ledger. Accounts Receivable was a “stand alone” Spectrum system which was over 20 years old. In addition they had an installation of Hyperion for budget setting and forecasting plus OBIEE for reporting to budget holders. All of the applications were supported in house and over 10 or more years they had introduced a large number of customised reports and processes. LTHT did not use iProc but had e-requisitioning through GHX and Powergate. At this time there were still paper requisitions in place throughout the Trust.

Picture of The General Infirmary, part of the The Leeds Teaching Hospitals NHS Trust

SOLUTION

In May 2014 LTHT made a commitment to implement Oracle R12 Procurement, Accounts Payable, General Ledger and Accounts Receivable. In addition to this, NEP agreed to work with partner organisations and LTHT to provide bespoke Hyperion and OBI solutions which were consistent with their existing configuration and meant there would be consistency of reporting to budget holders. LTHT had been using a Version 1 scanning solution with Workflow to send supplier invoices for approval; they replaced that with NEP’s Genisys solution. To enable LTHT to continue to use GHX and Powergate a new interface into Oracle was developed as part of the total package. The implementation, which also meant migration to a 3rd party provider for the first time, was therefore large and complex. It required significant development work on the part of NEP and its partner organisations.

A ‘go live’ target was set for 1 October 2014.

PROJECT MANAGEMENT

Due to the nature of the task there were inevitable difficulties and challenges to overcome throughout the implementation process.

LTHT and the NEP Project Management Team worked hard to ensure that the implementation process ran as smoothly as possible and any issues resolved quickly – “By mid-summer of 2014 a very good, strong partnership was forged. There were weekly meetings of the project team, including NEP representation which helped bring issues into focus and promote their rapid resolution. Any initial apprehensions were replaced by a strong sense of team spirit with everyone working together to get things done. We went live on 1 November 2014, 6 months after committing to the NEP Solution” and throughout the implementation we maintained “business as usual”.

 

The key benefit is the great improvement in reliability. We are now able to use our principal workplace tool rather than continually maintain it.

The system is much more robust and no longer housed on ageing infrastructure.
David Hay, Interim Associate Director of Finance, Leeds Teaching Hospitals NHS Trust
Picture of David Hay,  Interim Associate Director of Finance at The Leeds Teaching Hospitals NHS Trust

BENEFITS

Throughout this process LTHT have been able to take many positives and benefits from the smooth implementation and are very pleased with how their internal processes have improved since joining NEP.

“The key benefit is the great improvement in reliability. We are now able to use our principal workplace tool rather than continually maintain it. The system is much more robust and no longer housed on ageing infrastructure. It is a less complex solution than we had in place and that too is a benefit. It has compelled us to look at some of our working practices and our processing discipline. Through attendance at user forum meetings a number of our staff are benefitting from developing network relationships with colleagues in other Trusts and by utilising the NEP best practice portal it is supporting us locally”.

David Hay, Interim Associate Director of Finance, Leeds Teaching Hospitals NHS Trust.

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