You are on page 1of 33

Our Expertise, Your Assurance

PM Day 1 Workshop
Organizational Structure
0. Prior to the session - Workshop
Preparation

Prior to the session, MIKA team is expected to prepare the below items:

Decide Attending staff from MIKA team

Master Data related to template attached in section 8 -> Action Item 7

Business Process Details and Process Flows related to:


Creation/Maintenance/Display Org.units and Building units authorizations.

Forms related to the corresponding session.

Note: Reports will be reviewed in two specific sessions, one for PA reports and
the other to review the PM ones.
1. Workshop Agenda

Team Organization Structure(OU)

Date September, 6th September, 6th

MIKA Preparation of the session


Demonstration of Hospital Structure
Business requirements Functional Scope
Client/Institution
Use of Organizational Structure
Define OU categories
Define OU hierarchy
Topics OU Master Data
Attributes
Indicators
Inter-Departmental Assignment
Integration: OU Cost Center Assignment
Integration: OU Storage Location Assignment
Assign Organizational Units-to-Building Units

Workshops (incl. preparation and results presentation)


Deliverable See details in Action Items in section 9.

ABYOR 2016 /
2. Workshop Expectation settings

What the workshops are:

The workshops:

are design workshops, for designing a computer system.

aim to gather MIKAs requirements

get the business/process owners to validate the acceptability of the


SAP solution

will analyze the TO-BE business processes.

will give a high-level understanding of the SAP process and screens.


3. The Workshop Process

KEY POINTS

Remember: only you have the business process knowledge.

Consultant is guiding you through the system functionality to fulfill


your requirements.

Your inputs are a must. We want to hear you.

We need your involvement as well as you to be a decision taker


player.

Workshops are not training sessions

The TO BE process should have been prepared prior to the sessions.


4. Client / Institution

Several institutions can exist in one client. Each is identified by means of a unique key
comprising up to four digits.

You can assign a different company code to each institution. However, the same company
code can be assigned to a number of institutions. Accordingly, a separate company code also
requires a separate institution.

You can assign several company codes to one or more controlling areas.

You can manage patients in your hospital either on a client-specific or institution-specific


basis. This setting cannot be changed in production operation.
o No overviews common to different institutions
o Transferring a patient from one institution to another means you first have to carry
out the discharge procedure, then repeat the admission procedure for the patient
in question. This generates two cases in the statistics.
o No cross-institution statistics
(Action Item 1.1) # Clients / # Institutions. Consider all MIKA Hospitals.
Several control parameters are institution-specific.
4.1. Client / Institution
Sample Client

Controlling Company Institution


Area Code

0001 0001

0010
002A
0002

002B
4.2. Client/Institution

Example:

Code Short Name Address Telepho Fax E-mail Comp Plant


Name ne any (MM
Code )
(FI)
1000 MIKA MIKA Jl. Jenderal Ahmad Yani, +62 21 +62- bekasitimur@ 1000 1000
Bekasi Bekasi Bekasi Barat, Kota Bks, Jawa 885333 21 88 mitrakeluarga
T. Timur Barat 17144, Indonesia 3 20707 .com
4.3. Client/Institution
(Action Item 1.2)
- Institution
- Short Name
- Inst. Name
- Language

- House Address

- Communication

- Organization/Assignments
- FI Company Code
- FI Business Area
- FI Sales Organization
- CO Area (only
maintaned if internal
financial statement
for business areas are
required)
- MM Plant
5. Technical Number Ranges

Technical number ranges are required in SAP at the time of creation of many several objects.
The code for the corresponding object will be asssigned based on this number ranges.

You have the option of using internal number ranges (number or alphanumeric is
automatically assigned by the system) or external number ranges (number or alphanumeric is
assigned by the user).
(Action Item 2)
6.1. System Parameters

Client Specific Parameters:


The system parameters are predefined, time-dependently or time-independently,
for a specific client, or a specific institution. Their specific values can be set in
response to your requirements and control system-internal. (Action Item 3.1)
Processes. To define:
Value limits for plausibility checks. - Special Characters:
characters that are
Default values for various fields in the applications. automatically removed
from the search string for
search fields used in the
patient index search or the
business partner search

- Whole Client: you can


specify that the system is
to scan the whole client
during the patient index
search.
6.2. System Parameters

Institution Specific Parameters:


Using this parameters you are setting institution specific control parameters of the
system. (Action Item 3.2)
To define:
- Characters Excluded at
name entry: system will
prompt a warning if some
of these characters is used
when entering names
(patient or BPs)

- Check if patient already


exists.

- Patient names with


initial caps in creation.
6.3. System Parameters

Client-Specific, Time-Independent Parameters:


These parameters define items that should be valid for all institutions ( in a single
client) for an indefinite period of time.

(Action Item 3.3)


To define:

- Postal Code Validation

- Smallest valid Date of


birth

- Default country values


and language in
BP/patient creation.
6.4. System Parameters

Client-Specific, Time-Dependent Parameters:


These parameters are defining items valid for all institutions ( client-specific) for a
definite period. These are settings which can change in the course of time, but the
old parameter value can be kept for a previous period.

Note:
These parameters are not strictly related to Institution. If relevant, will be discussed
in the corresponding related sessions (e.g. Patient accounting, Patient
Management,)
6.5. System Parameters

Institution-Specific, Time-Independent Parameters:


These parameters are defining institution specific items that should be valid for an
indefinite period. You can also maintain different values in different institutions.

(Action Item 3.4)


To define:
- Hospital calendar

- Number of levels to be
displayed by default in
Org.Struct.tree.

- Display the entire org.struct.


or only down to the level we
are searching.

- Automatic creation of FI
Customer when creating
Customer BP.
6.6. System Parameters

Institution-Specific, Time-Dependent Parameters:


These parameters are defining institution specific items that should be valid for an
indefinite period. You can also maintain different values in different institutions.

Note:
These parameters are not strictly related to Institution. If relevant, will be discussed
in the corresponding related sessions (e.g. Patient accounting, Patient
Management,)
7. Hospital Structure

Hospital structure is basic to all medical processes and it is used to address:

Costs
Revenue
Medical orders (clinical process)
Service performance
Material management storage locations
Planning objects

7. Hospital Structure

SAP divides the Hospital Structure into two different configurations items:
Organizational Units
Departments
Todays workshop
Clinics (optional)
Wards
Building Units:
Buildings
Alleys Next workshop
Rooms
Bedplaces
7.1. Use of Organizational Structure (1)

Inpatient cases are assigned to departmental and nursing organizational units.

Outpatient cases / outpatient visits of inpatient cases/surgeries are assigned to


departmental and treatment organizational unit.

A service (e.g. departmental per diem) can be generated on the basis of this
assignment

Services are documented for requesting and performing organizational units

Diagnoses are documented for departmental organizational units


7.2. Use of Organizational Structure (2)

Many authorization checks are based on organizational units

Organizational units can control message dispatch

Organizational unit characteristics control the charge proposal (e.g. specialty,


intensive care indicator)

Organizational units can control billing (e.g. direct patient billing)

Organizational units can be assigned to cost centres (separately for activity


allocation and revenue accounting)

Organizational units can be assigned to MM Storage Location.


7.3. Inter-departmental Assignments

Organizational units that do not share a direct hierarchical relationship can assign
beds to each other.

If a ward that allows inter-departmental assignments, is chosen for a patient, then


the department has to be specified explicitly and cannot be defaulted by the
system automatically.
7.4. Organizational Structure

Client General Hospital Ltd.

Institution Hospital
Hospital11 Hospital 2

...
Surgery
- Clinic clinic
Organizational Units

Departmental

- Department General Orthopaedic General


surgery surgery Medical

-Care Unit/ Care unit 1 Care unit 2 Care unit 3 Nursing/


Clinic Treating

Types Organizational units


7.5. Organizational Unit Categories

Institution

Category C Categ. ...


Clinic" ...
Contents of Category

Departmental Uses interdepartm.


assignment
Category D Assignment
Nursing Can be used for
Department" Assignment interdepartm. assignment
Outpatient
Visit
Keyword Abbreviation
Categ. W Categ. O and Position
Ward" Outpat.Dept."

...

Hierarchy of Categories
7.5.1. Organizational Unit Categories

You use the organizational category to determine which functions can be


performed with an organizational unit. You can further restrict the function
setting at organizational unit level. (Action Item 4)
Example:
7.5.2. Organizational Unit Categories
Column Description
Pos Display sorting is done based on this indicator

DA This indicator controls whether an organizational unit can be departmentally responsible for a case.

NA This indicator specifies that an organizational unit can have nursing responsibility for an inpatient or
day patient case.
OV Outpatient visit allowed. If this indicator is set, outpatient visits can be assigned to this organizational
unit.
Int This indicator specifies that an organizational unit outside of the hierarchy can be on a lower-level with
regard to another organizational unit within that hierarchy.
Asg OU May Assign Patients to Beds on OU of Other Dept. Example: A department assigns patients to beds
on a care unit which "belongs" to another department.
MRA Medical Record Archive Indicator

Req By means of this indicator, you can determine whether service requests regarding service processing
can be made to the organizational unit.
Pln The indicator specifies that the organizational unit manages a patient waiting list relative to service
processing.
Prf The indicator specifies that the organizational unit is functional for performing services regarding
processing of services.
7.6. OU Category Hierarchy

Before you create organizational units, you have to define the underlying
components of the organizational structure. You need to define which
organizational unit categories can be located above which other organizational
unit categories in the structure: (Action Item 5)
7.7. OU Specialties

Each OU can be assigned to a speciality (Action Item 6).


Example:
Internal Description
key

1 General Medicine
2 General Surgery
3 Dermatology
4 Neurology
5 Urology
6 Opthalmology
7 ENT Medicine
8 Rehabilation Medicine
9 OTH: others
8. Organizational Unit Master Data

Example of Organizational Structure:


Inpatient:
Department OU

Nursing OU (Ward)
/
Bangsal

Outpatient:
Outpatient Dept. OU
Treatment OU (Outpatient Clinic)

Building Units
(Treatment Rooms)
8. Organizational Unit Master Data

OU Master Data (Action Item 7)


Codification (!)
Attributes
Indicators

Considerations:
OU Cost Center Assignment
OU MM Plant and Storage Location Assignment

Note:
These two topics are going to be discussed in the MM and FI Integration specific
sessions but should be considered at the time of defining the Org.Structure.
9. Authorizations

MIKA to provide the list of users and roles following the defined Basis Matrix
format. The mentioned roles will include the corresponding authorization objects
to create/change/display Organizational and Building structure units.
(Action Item 8)
10. Action Items

Action Item 1.1 & 1.2:


Institution / Client (Section 4)
Organization/Assignments (Section 4.3)
- FI Company Code
- FI Business Area
- FI Sales Organization
- CO Area (only maintaned if internal financial statement for business areas are
required)
- MM Plant

Action Item 2:
Technical Number Ranges (Section 5) (Internal or External No. range)

Action Item 3.1, 3.2, 3.3, 3.4:


System Parameters (Section 6)
10. Action Items

Action Item 4:
Organizational Unit Categories (section 7.5.1. - Use Config template attached in section
8, tab OU Categories)

Action Item 5:
OU Categories Hierarchy (section 7.6 - Use Config template attached in section 8, tab
OU Categories)

Action Item 6:
Specialties (section 7.7 Use Config template attached in section 8, tab ISH Config
Data)

Action Item 7:
OU Master Data (Use Config template attached in section 8)

Action Item 8:
Authorization Roles (section 12 - Use Authorization Matrix provided by Basis team)

You might also like