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ARMED FORCES HEALTH ASSISTANCE SUB-SYSTEM - ADM
INSTITUTO DE ACÇÃO SOCIAL DAS FORÇAS ARMADAS (ARMED FORCES WELFARE INSTITUTE)
Portugal

The Problem

UNTIL 2007 THE ARMED FORCES HEALTH ASSISTANCE WAS BASED IN THREE SEPPARATE SUB-SYSTEMS (NAVY, ARMY AND AIR FORCE), ALL DIFFERENT AND NOT YET TOTALLY INTEGRATED ( DIVERSIFIED AND NOT COMPATIBLE TECHNICAL, ADMINISTRATIVE , and IS/TIC SYSTEMS)

Solution and Key Benefits

 What is the initiative about? (the solution)
INTEGRATION OF THE THREES SYSTEMS IN ONE UNIFIED BENEFICIARIES DATABASE UNIFIED BENEFICIARY CARD UNIFIED PROCESSUAL ACTS UNIFIED CONTROL OF THE HEALTH-CARE SUPPLIERS AND SERVICES FINANTIAL, STATISTICAL AND AUDIT CONTROL

Actors and Stakeholders

 Who proposed the solution, who implemented it and who were the stakeholders?
THE NEED FOR INTEGRATION WAS A DECISION FROM THE PORTUGUESE GOVERNMENT IN LATE 2005. IN 2006 IASFA WAS NOMINATED FOR THE IMPLEMENTATION OF THE PROJECT ASSUMING SINCE THEN THE INICIATIVE, THE PROJECT PROPOSAL AND IT`s CONTROL (IN COOPERATION WITH THE MINISTRY OF DEFENCE, ARMED FORCES SERVICES AND OTHER PUBLIC AND PRIVATE ENTITIES)

(a) Strategies

 Describe how and when the initiative was implemented by answering these questions
 a.      What were the strategies used to implement the initiative? In no more than 500 words, provide a summary of the main objectives and strategies of the initiative, how they were established and by whom.
ALL THE PROJECT WAS CONCIEVED, STUDIED AND IMPLEMENTED BY A PROJECT TEAM DIRECTLY RELATED TO IASFA´S BOARDING DIRECTION. IT WAS BASED IN A PROJECT STUDY (SUPPORTED IN GANTT AND PERT TOOLS) COVERING ALL THE CONCERNED MODEL SUB-PROJECTS AND ACTIVITIES. IT WAS STUDIED DURING 2006, APPROVED BY THE GOVERNMENT IN LATE 2006 AND IMPLEMENTED SINCE JANUARY 2007. THE PROJECT CONCERNED 7 MAIN AREAS (LEGISLATIVE; ORGANIZATION AND HUMAN RESOURCES ; FINANTIAL RESOURCES; PROTOCOLS WITH EXTERNAL HEALTHCARE SUPPLIERS AND SERVICES; DATABASE, INFORMATION, COMMUNICATION AND NETWORKING SYSTEMS; EDUCATION OF AGENTS; AND PUBLIC AND PRIVATE INFORMATION). ALL THE ACTIVITIES WERE (AND STILL ARE, AS THE PROJECT IS ALWAYS IN EVOLUTION AND EVALUATION) SUPPORTED BY A TECHNICAL MULTIPROFESSIONAL PROJECT TEAM.

(b) Implementation

 b.      What were the key development and implementation steps and the chronology? No more than 500 words
INITIAL PHASE (2006) LEGISLATIVE DEVELOPMENT AND GOVERNMENT APPROVAL DEVELOPMENT OF DATABASE, SOFTWARE APPLICATIONS, COMMUNICATIONS AND NETWORKING CREDENCIAL CARD IDENTIFICATION CREATION FOR BENEFICIARY AND INFORMATION OF SUPPLIERS INTER-PROCESSUAL STUDY IMPLEMENTATION BETWEEN ALL THE AGENTS OF THE PROJECT TRANSIENT PHASE (2007) JANUARY TO SEPTEMBER/ TRANSIENT UNIFICATION OF DATABASES AND HISTORICAL INFORMATION DATA CREATION OF CIRCA 70 ATTENDING SUPPORT ADM POINTS ALL OVER THE COUNTRY EDIFICATION OF ADM BACKOFFICE CENTER AND BENEFICIARIES AND SUPPLIERS CALL-CENTER EDUCATION OF ADMINISTRATIVE , OFFICIAL AND CIVIL HUMAN RESOURCES / ORGANIZATION DELIVERING FINAL BENEFICIARY CARD AND DOCUMENTATION INFORMATION FINAL INTEGRATION OF THE 3 DATABASES (1 SEPTEMBER) / FINAL TESTING FORMAL TRANSITION OF ONTROL OF THE ARMED FORCES HEALTHCARE SUBSYSTEM TO IASFA (1 SEPTEMBER) CONSOLIDATION PHASE (2008/2009) CONTINUOUS WORK BY THE PROJECT TEAM (TESTING; SOLVING PROBLEMS; AUDITING AND ADAPTING ALL THE ORGANIZATION, PROCESSES AND SYSTEMS TO THE NEW NECESSITIES COMING FROM GOVERNMENT AND OTHER AGENT CHANGES)

(c) Overcoming Obstacles

 c.      What were the main obstacles encountered? How were they overcome? No more than 500 words
IN A COMPLEX ENVIRONMENT AS THE ONE WHERE THE PROJECT WAS CONCIEVED AND IMPLEMENTED THE MAIN PROBLEM WAS TO OBTAIN A CONSENSUAL UNDERSTANDING AND UNIFIED CRITERIA FOR THE EVOLUTION OF THE PROJECT BY ALL THE TECHNICAL AND OFFICIAL MEMBERS OF THE TEAM. THAT WAS ACHIEVED WITH HARD WORK BY THE PROJECT TEAM AND LEADER AND SPECIALLY, WITH THE TOTAL SUPPORT OBTAINED FROM THE MINISTRY OF DEFENCE REPRESENTATIVES AND THE COMMITTMENT OF THE DIRECTION OF IASFA. LOGICALLY OBTAINING THE NECESSARY INVESTMENT FUNDS AND THE HUMAN RESOURCES (MANY OF THEM MILITARY MEN AN WOMEN , CHANGING FROM TIME TO TIME) IS ONE OF THE MAIN OBSTACLE, MINIMIZED BY CONTINUOUS EDUCATION ACTIONS AND PROPERLY DEVELOPED MANUALS.

(d) Use of Resources

 d.      What resources were used for the initiative and what were its key benefits? In no more than 500 words, specify what were the financial, technical and human resources’ costs associated with this initiative. Describe how resources were mobilized
THE INVESTMENT AND FINANTIAL RESSOURCES WERE PROVIDED BY THE MINISTRY OF DEFENCE (TOTALLY NEARLY 3.000.000 €). THE HUMAN RESSOURCES MOSTLY CAME FROM THE ARMED FORCES AND IASFA (LESS THAN HALF OF THE TOTAL OF THE PEOPLE WORKING IN THE SEPARATE ANCIENT SYSTEMS)

Sustainability and Transferability

  Is the initiative sustainable and transferable?
THE ADM NEW SYSTEM IS WORKING SINCE SEPTEMBER 2007 AND NOWADAYS IN A NORMAL PROCESSED MODE. LOGICALLY AS PUBLIC HEALTH SUBSYSTEM (SPECIALIZED IN THE ARMED FORCES MEMBERS AND THEIR FAMILY) , IT´S EXTERNAL APPLICATION DEPENDS ON THE SIMILARITY OF THE CONCERNED SITUATIONS

Lessons Learned

 What are the impact of your initiative and the lessons learned?
THE MOST IMPORTANT IMPACT IMPRESSIONS OF THE INICIATIVE ARE:
QUALITY - ANSERWING RESPONSE IN TIME AND QUALITY SERVICES TO THE BENEFICIARIES NEEDS AFTER SYSTEM STABILIZATION;
COSTS - MINIMIZED FUNCTIONAL COSTS (PERSONNEL; ADMINISTRATIVE; SYSTEM INFORMATION; CONTROL - INCREASED CONTROL ON HEALTHCARE COSTS AND PROCESSES, BY THE IMPLEMENTAION OF AUDIT AND METRIC AVERAGE METHODS;
BENEFICIARY SUPPORT - IMPROVED CONTACT AND CONTROL OF THE HEALTHCARE SUPLIERS.

THE MOST IMPORTANT LESSONS LEARNED ARE THAT WHEN WE WORK HARD, WITH A TEAM SUPORTED ON A PROJECT VISION AND ACTIVITIES CONTROLED , WITH A STRONG LEADERSHIP, CERTAINLLY WE CAN BYPASS THE OBSTACLES AND REACH SUCCESS.

Contact Information

Institution Name:   INSTITUTO DE ACÇÃO SOCIAL DAS FORÇAS ARMADAS (ARMED FORCES WELFARE INSTITUTE)
Institution Type:   Public Agency  
Contact Person:   ANTONIO MANUEL PINTO DE MORAIS
Title:   President´s Assessor  
Telephone/ Fax:   00 351 213194614
Institution's / Project's Website:   00 351 213194614
E-mail:   pinto.morais@iasfa.pt  
Address:   RUA PEDRO NUNES, 8
Postal Code:   1069-023
City:   Lisbon
State/Province:  
Country:   Portugal

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