Belgium – Software supply services – IT - Zorgzwaartetool

The objective of this procedure is the implementation of a digital solution that allows the care intensity and staffing of a department to be objectively, clearly and visually represented via dashboards. Based on the insights and planning suggestions provided, head nurses, mobile team leaders, care managers and management can make evidence-based decisions about staff allocation on a daily basis (operational planning). A request for assistance can be sent by (head) nurses via the solution. Decisions made can then also be documented and communicated. In addition, the solution must also be suitable for supporting tactical and strategic decision-making via dashboards with historical data, among other things, by making trends in care intensity, staffing and capacity visible. The chosen solution must, in this first phase:

• provide a user-friendly dashboard in which care intensity and staffing are visually and clearly displayed;

• formulate suggestions for optimal staffing based on available data – including the number of available employees and information about the knowledge and skills of these employees (diploma: VVAZ, basic nurse, care specialist; department(s) employed) – including:

• where deployment of the mobile team is indicated,

• and where departments can support each other;

• allow (head) nurses to actively request help via the platform, check which requests for assistance have already been sent for the department, contact employees with an adjusted work schedule and document final decisions;

• make maximum use of existing and current data* to limit the registration burden for employees and ensure objectivity;

• be initially deployable to support the daily planning of nursing departments (C, D, E, G, M, Sp), with the possibility of later hospital-wide expansion;

• be used by head nurses, day leaders, care managers and management;

• be accessible via both desktop and mobile applications.

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In a second phase (outside the scope of the current tender) it is intended to:

• further automate staff planning;

• achieve hospital-wide rollout, outside the classical nursing departments and including care-logistical employees;

• automatically flow changes in staff planning to the official planning software of the hospital (Saga).

This second phase should ultimately enable the transition from insight and advice to a (semi-)automated daily planning and allocation of Verpleegkundigen Verantwoordelijk voor Algemene Zorg (VVAZ; bachelor nursing), basic nurses (HBO5/A2) and care specialists across early, late, night and weekend shifts, according to organisation-wide agreed rules and parameters.

The realisation of this phase can take place through the addition of additional modules. The solution offered in the first phase must form the basis for further development in the second phase. If the first phase is successfully executed, further work will be done with the chosen supplier for the rollout of the second phase. The second phase will then be considered as an extension of the platform (additional deliveries). If the execution was not sufficient, the supplier commits to ensuring, at no cost, that the solution can export the data in the desired format to be used for the rollout of the second phase by a third party. In the latter case, a procurement procedure will be conducted for the assignment of the third party.