Some selected staff of the National Health Insurance Authority (NHIA) have acquired in-depth knowledge of an eMemo and eCorrespondence Management Systems to be deployed to all the NHIA'e operational offices across Ghana. 

The solutions, which are developed on the  Microsoft Office 365 platform is being implemented as part of the 5D agenda by the NHIA's Executive Management and the Government of Ghana’s digitization drive.

The two-day training and hands-on exercise held at the Head Office on February 7, 2024 was organized by the Management Information System (MIS) Directorate, NHIA, in collaboration with eSolutiions Consulting firm, the vendor contracted to develop the solutions.

As a cost cutting measure, the transition from paper-based manual processes to this Smart office Workplace is meant to improve the management of paper-based memos and correspondence processes to reduce costs associated with the procurement of office stationeries and printers.

The Smart office Workplace system is accessible through the NHIA's intranet portal to allow the collaboration of all staff to boost office productivity, efficiency and staff satisfaction.

In his opening remarks on the first day of the training exercise, the Deputy Director in-charge of Business Systems, MIS, Mr. Joe Annor-Darkwah explained that the Smart office Workplace implemented formed part of the NHIA’s (5D Strategy) and Government digitalization drive.

He said the transition would ensure that all documents within the NHIA are safeguarded against accidental and deliberate distortions and manipulations.

This will ultimately advance the NHIA's corporate image and programs in line with the national agenda.Mr. Annor entreated the trainees to take advantage of the knowledge acquired and improve their performance in the area of electronic management of memos and correspondences. 

The lead Trainer who doubles as the NHIA's project coordinator, a Senior Manager in-charge of Information Security and Standards with the MIS Directorate, Ebenezer Hooper, gave an overview of the Smart Workplace. 

According to him, the essence is to automate the management of memos and correspondence transmission to avoid challenges associated with the manual delivery of mails in the NHIA value chain. 

A technical Consultant with eSolutiions Consulting firm, Yaovi Amavi took the participants through the various aspects of the solutions to prepare them for the tasks of the adoption the smart office.

Genesis 

Government, through the Ministry of Communications and its implementing agency National Information Technology Agency (NITA), deployed the Smart Workplace solution to all Ministries, Departments and Agencies (MDAs), and Metropolitan, Municipal, and District Assemblies (MMDAs).

The pilot of ‘Smart Workplace solution’ commenced in 2018. However, government accelerated its deployment with the advent of COVID-19 to enable public sector workers work remotely to reduce personal contact, curb the spread of COVID-19 and ensure the safety of public servants.

The Smart Workplace roll-out is being done by NITA and currently, 300 government agencies, including the Ghana Health Service, are on the platform as NITA facilitates the onboarding of the next batch of agencies.

The Smart Workplace solution has over 19 features and several benefits. It provides staff a highly efficient virtual work environment with a single access point to all resources by interfacing with MDAs and MMDAs internal (in-house) systems.

These include: Enterprise Email, Calendar, Microsoft Teams (video conferencing), Document Management, Correspondence Management, Electronic Memos, Corporate News/Announcements, Enterprise Search, Task Management, Knowledge Management, and Workflow Automation.

Other features include Business Intelligence and Analytics, Timesheets, Project Monitoring, Business Application Access, Notifications, Survey, Media Gallery and Mobile Access. Smart Workplace can also automate manual business processes such as Leave schedules, Vehicle and Payment requests, as well as Stores Requisitions.

Source: ABDUL KARIM NAATOGMAH