Locator Database

    SCENARIO AND RECOMMENDED INFORMATION SYSTEM

The Disaster Preparedness Department is a very new department to the Eastern Regional Health Authority and was established in 2017. One of the initiatives of the department was the establishment of the locator database. This database is designed to locate employees during disaster situations, because the nature of the health sector does not permit for down time. Therefore during disaster situations employees are redeployed to a facility closer to them to ensure continuity. It comprises of each employee’s personal information (name, date of birth, contact number, address, email address and the department they are currently attached too). The database also has the information of each employee’s next of kin to give each employee the reassurance that their family members are cared for while they are out serving members the public. The database also has the information of each shut in patient (any patient that is unable to walk or care for themselves) to ensure that during disaster situations if they are directly affect we can deploy our resources to assist them. However at present the Disaster Preparedness Department have experienced difficulties acquiring information from members of staff as they are reluctant to give their personal information (personal contact number, address etc.) for fear that the information may be leaked or that management may abuse this information. To alleviate this problem I believe that the database should tie into the Human Resource (HR) Department as well as the Accounts Department and their daily functions. HR currently has access to each member of staff’s personal information; however some of it is dated while accounts utilizes a GP system that needs to be kept live to accurately pay the salary of each staff member. This new version of the database will eradicate the process of going to twenty one different facilities to collect the personal information of over three thousand member of staff. The Disaster Preparedness Department will have access to information as it relates to an employee’s personal information as that is the only aspect of the database that is needed by this department. However by interconnecting the Disaster Department, HR Department and Accounts Department, information will be kept live. Additionally the HR side of the database will grant them access to the personal information that is required by the Disaster Department however the Disaster Department will not be able to access the information of the HR Department primarily because they have no need for this information. At present HR comprises of three departments, Employment and Employee’s Department (E&ES), Occupational and Employee Development (O&ED) and the Industrial Relation (IR) Department. This database will eradicate the thousands of employee files that are utilized by each department on a daily basis. For example the E&ES Department updates these hard copy files daily as it relates to contract information, leave application and resumption of duty application. This one employee files must also be shared between each department. However by updating the locator database to have information of each employee, a signed soft copy of every contract, leave application and resumption form stored on to the database. The database should also have the capability to send each contract, leave application and resumption form to the relevant heads of department to be electronically signed. The Accounts department works very closely with the HR department. They often liaise with each other to confirm if an employee returned from leave or if their contract was extended and things of that nature. Therefore by implementing the database they will be able to view this information as quickly as it is updated by the HR department. This database will save the region a lot of money as large sums of money goes into paying overtime to employees in order to clear the backlog of files that were not previously updated. Additionally hundreds of thousands of dollars goes into printing contracts, leave applications and assumption forms which is often duplicated and shared among departments as well as purchasing ink cartage and servicing photocopying machines. By so doing each employee information will be easily accessible. It takes hours to locate an employee file which is sometimes missed filed or is being utilized by a different department. However this database will include notifications that brings to the attention of the HR department when a contract is about to expire, whenever an employee applies for leave, if a leave relief is required, acting appointments and if the employee submitted an assumption of duty form. Not only will this system save lots of time it will also save space. At present the filing room takes up a lot of space that can otherwise be utilized. Additionally the IR department deals with a number of confidential employee files that are stored in the manager’s office, therefore by creating a section of the database which grants access to only the IR department will ensure that these files are easily accessible and secure.         This database must also be maintained by the Information System Information Technology (ISIT) department. The system must be backed up regularly therefore even if the system crashes or there is no internet access the last updated version will be accessible. Additionally because of the nature of the information all of management will be able to access the information however only employees attached to the HR, Accounts and Disaster department will be able to access this secured system. Any member of staff with access to the database will be tracked, which means any changes or update that is made by an employee can be tracked by the ISIT department.

EXPECTED SYSTEM BENEFITS 

This database will bring with it a number of benefits; firstly it will save a lot of time. It takes time away from the employee that can be otherwise utilized to find the file, update the folio sheet and return the file to the correct alphabetical, departmental location in the filing room. This process must be repeated for hundreds of employees throughout the day. Therefore by implementing this database all this information will be accessible in only a fraction of the time. Secondly it will save the region a lot on money that would have otherwise been spent on paper, ink, servicing machines and paying overtime to update files. Additionally this database will help keep the information that is necessary to the Disaster department live, eradicating the need to ask each employee for information that we already have in hard copy. Furthermore by interconnecting these various departments information will constantly be updated and accessing this information will become less stressful. The region is also pressed for space; therefore this system will eliminate the need to store files which will result in more space for employees to work comfortably. Moreover this will increase efficiency and the effectiveness of each department since the system will notify them of vital information such as contract expiration, leave application or acting appointments.

ANTICIPATED CHALLENGES TO IMPLEMENTATION

I anticipate a number of challenges to implementing this database. Firstly I expect employee resistance, since on the front end a lot of work will go into getting the database up and functioning. It will require team work from all the departments involved and employees may view this as additional work to their already hectic work schedule. It will require a lot of work to input the information into the database and it will also require a lot of work for ISIT to develop the database. Additionally we are often creatures of habit. Employees have already grown accustomed to doing things a particular way and drastically changing the way things were usually done can be quite challenging, however I believe that although it will require a lot of work up front, in the back-end it can be extremely beneficial, therefore by informing individuals of the benefits that can be derived in the long run they may become more inclined to undertake this project.

Secondly implementing this database will require approval from the board and if they do not see the need for this database it can be rejected. It is important to note that often times it is difficult for upper level management to understand the challenges experienced by employees on the lower level of the hierarchical structure, however once this information is properly presented to the board there is a high possibility for approval.