AIMS This Week - February 6, 2025
AIMS stabilization update
- The Enterprise Performance Management (EPM) team successfully implemented the EPM system in AIMS on January 15, 2025. EPM monitors the financial health of business operations and capital projects. It provides finance leaders with access to standardized data for budgeting and forecasting, such as monitoring paid hours based on master rosters and tracking the status of capital projects.
- The invoice backlog in Accounts Payable is declining, with significant improvements to invoices older than two weeks. A cross-functional team has been created and meets daily to identify additional quality improvement priorities.
- Support is being provided to help employees complete invoice coding and approvals on time.
- Guidelines have been developed to support vendor invoice management and submissions.
Did you know?
Purchasing cards (P-cards) are great tool for employees who make transactions under $5,000 that are not on contract, and for small day-to-day or one-off purchases.
P-cards reduce the need for manual invoicing, resulting in a more efficient process.
Access the P-card application through MyConnection.
Enterprise Performance Management reporting for duty
On January 15, 2025, the Administrative Information Management System (AIMS) achieved an important milestone when the budget and forecasting module of the enterprise performance management (EPM) system was made available to the finance team.
EPM is a centralized system that integrates all finance modules and provides a lens into the financial health of the organization at a granular level.
“It centralizes and standardizes our financial data for workforce, forecasting and budgeting to support business development, allowing us to compare and respond to the needs across units and portfolios,” explained Jill Kaczmar, Director, Strategic Financial Planning and Allocation.
“Along with the analytics cloud (OAC) that EPM integrates with, we can see where to direct funds and allocate resources for critical areas like patient care, staffing, and medical supplies.”
Finance teams are working to realign data from the old financial systems into the new system. Processes and workflows are also being realigned with new SHA structures.
Kaczmar said employees and their teams can help ensure a smooth EPM transition by continuing to review budget and actuals within OAC to identify missing items or items that may have moved.
Pilot in Moose Jaw to streamline requisition process
Moose Jaw’s pilot of the AIMS back-order functionality began on October 15, involving 25 supply chain staff. Unlike the previous system that canceled requests outright when products were out of stock, the AIMS new feature keeps requisitions "pending" until items are available. This prevents time consuming re-entry of requests by end-users, and offers increased visibility.
Previously, Moose Jaw’s legacy system manually held onto requests until fulfillment was possible. Now, AIMS automates the process, allowing smoother stock replenishment. The trial aimed to determine if fewer requests are canceled and ensures efficient replenishment. The backorder functionality has now just been implemented in Regina and will be rolled out in a phased approach across the SHA.
In-system guided learning update
In-system guided learning (IGL) supports employees using the MyWork functionality within MyConnection. Since January 1, guides have been run over 250,000 times. There are over 960 unique guides built into the system to support you as you move through various processes and next steps on a daily basis.
When in MyWork, click on the flashing icon below for a learn-as-you-go experience. View this quick tutorial to find out more. Have feedback or need support? Use the feedback links in the IGL tool to let us know how we can help.