The Irkutsk clinical hospital automated settlings with employees

On February 19, 2015 the Forus group reported^[1] about automation of payroll and personnel records in GBUZ Irkutskoy of an Order of the Badge of Honour to regional clinical hospital implementing solution "1C: Medicine. Salary and budget institution staff 8".

Choosing a Solution

The management of organization made the decision on creation of a new information system which would allow to simplify and accelerate data exchange between divisions, to reduce time for payroll, formation of personnel documents and the reporting for the Ministry of Health of the Irkutsk region, to strengthen control of staff expenses, to provide timely closing of vacancies. Besides, it was necessary to organize operational maintaining and support in current status of the register of medics and the passport of health facilities in the Single state information system in the field of health care (Uniform State Health Information System).

The Forus Group having long-term experience of cooperation with GBUZ IOKB became the partner in implementation, in particular, specialists Forus implemented, and now are engaged in maintenance of a system - "1C: Budget Institution Accounting 8". As the software product for solving of tasks of personnel records and payroll calculation a system "1C: Medicine was selected. Salary and budget institution staff 8".

Project Tasks

The feature of salary accrual in medical institutions is that employees of hospitals, as a rule, combine wage rates and, thus, divide among themselves different work. It, undoubtedly, complicates settlement process of salary: it is necessary to consider working time, surcharges, etc. The Irkutsk regional clinical hospital – one of the largest medical institutions of area in which more than 400 employees work.

The operating system did not consider specifics. Settlement process and salary accruals demanded from employees of considerable time and labor costs. There was no possibility of automatic formation of the regulated reporting, references, codes, reports.

Project implementation is executed on the platform of the software product "1C: Medicine. Salary and budget institution staff 8". The choice of the solution is connected with the fact that it is developed on the basis of the standard configuration "1C: Payroll and budget institution staff 8" and is intended for automation of payroll, conducting personnel records and formation of tariff lists of workers in the state (municipal) health facilities.

Project Results

Implementation helped to integrate work of personnel of 3 departments connected with calculation and salary accrual of staff of hospital. Process of submission of reports on salary accrual in the Ministry of Health for timely monitoring, conducting personnel records and delivery of the regulated reporting is automated.

Key results of the project:

• A new system integrated work of settlement group, economic department and personnel department. The number of manual transactions was considerably reduced, need of double entry of data is excluded. Payroll taking into account rates, sovmeshcheniye and substitutions, actually a worked time and other indicators is completely automated. Payroll takes no more than 3 days instead of a week now as it was earlier. 4000 employees of organization receive the salary timely and in the correct amounts.
• There was an opportunity to quickly control regular arrangement of personnel. A new system allows to prepare the analytical reporting under the personnel with any detailing, for example, it is possible to create the list of all nurses who have the higher education. Also any timepoint it is possible to obtain information on the one which of employees what rates occupies what positions are vacant at present. It allows to plan more accurately workforce recruiting and to timely provide organization with qualified personnel.
• Operational accounting of categories and certificates of health workers is organized. These certificates are valid within 5 years then specialists need to confirm the qualification. A new system helps to plan timely passing of certification and training costs of personnel.
• Considerably preparation of the regulated reporting and reports for the Ministry of Health of the Irkutsk region accelerated. Earlier data for reports were collected from different sources, and now all necessary data automatically form in a system - time of employees is spent only on check and, if necessary, small adjustments of data. If earlier preparation of the reporting, for example, in form 2-NDFL or the reporting in RPF took about a week specialists, then now on it only 1.5-2 days leave.
• Specialists of economic department received convenient tools for data analysis on personnel and the accrued payroll. Now they in the online mode can create an accrued wages summary for any period, without spending at the same time a lot of time for information processing. It helps to plan and control wage fund quickly.
• Operational preparation of data for the federal register of health workers is organized. Earlier personal data, information on work location, education, advanced training, etc. were stored in the third-party program where were entered manually. Now manual changes are minimized. Data exchange with the Single state information system in the field of health care (ESGISZ) is executed in the automatic mode.

- For us this project was a peculiar call: the regional clinical hospital is the largest medical institution in the Irkutsk region therefore the project success is not only verification of the solutions for medicine proposed by 1C Company but also experience and competences of specialists of Forus Group. It is first of all a positive example for other health facilities. The most valuable to us in this project are positive reviews of the users who passed to a new information system it and there is the main criterion of success of implementation for us, - Evgeny Leshchenko, the head of the Center of Support of 1C, Forus Group told.

Kolesnikov Anton Gennadyevich, the leading specialist of the Center of Support of 1C, Forus Group, notes: "The project was executed in 4 months. During this time a system was adapted for specific requirements of organization. Some methodical solutions developed jointly with specialists of settlement department, personnel and economic departments of Regional hospital are applied in many medical institutions of Irkutsk and area now".

Balagurova Tatyana Vasilyevna, the head of settlement group, the deputy chief accountant of the Irkutsk regional clinical hospital, so comments on project deliverables: "Our hospital - one of the largest medical institutions of area in which 4000 employees work. The system functioning earlier did not allow us quickly and to unmistakably calculate the salary as a lot of time for collecting and data transmission between settlement group, economists and accounting was required. Therefore I consider the main outcome of the project that with "1C: Medicine. Salary and the Personnel of budgetary institutions 8" was succeeded to connect together all three divisions and to minimize the number of manual transactions. On payroll taking into account different criteria, allowances and awards less time leaves to the widow now".

Notes