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ALIMA

ALIMA is an NGO whose objective is to provide quality medical assistance to the most vulnerable people and to carry out research projects that will improve humanitarian medicine.

An overhaul of the infrastructure

In 2016, ALIMA decided to overhaul its IT infrastructure and set up collaborative work tools to facilitate the work of its teams. The following year, with growing IT needs, ALIMA decided to outsource its IT department to create IT4LIFE.

Our field of intervention

Outsourcing

IT4LIFE takes care of all matters relating to the IT infrastructure: Improved connectivity at headquarters and in the field, even in the most remote areas, securing networks, migration and administration of servers on GCP, daily IT support from headquarters and land with full-time staff.

GSuite deployment

Before the implementation of collaborative work tools, all ALIMA teams wasted a lot of time sending documents between offices in the different countries of intervention, encountered downloading difficulties due to slow connection, it was impossible to work simultaneously on documents.

In order to optimize the work of the teams, the Google Suite tools have been deployed in 10 countries for 800 users. IT4LIFE is now responsible for the administration, training and support of all users, who consider that their way of working on a daily basis has been revolutionized (document sharing, collaborative work, videoconferencing, scheduling meetings, etc.)

Odoo

The Odoo ERP tool has been implemented with the aim of better managing the growth of ALIMA’s activities and improving the work of all departments.

The accounting team previously used Excel and Saga and the data export and linkage between the tools was very complex. Thanks to Odoo, they now have double-entry accounting, have improved their budget tracking and can easily follow the evolution of finances. They plan to extend it to all the countries of intervention.

The Collection & Development team had no tool for monitoring their activities. IT4LIFE customized the Odoo CRM module to adapt it to the needs of NGOs and created a donor CRM and a “Donors’ area” application. These tools allow real-time monitoring of different donations (street marketing, digital channels), data recovery from processing providers and downloading of documents such as tax receipts for donors.

The Reporting team used to use Excel for managing donor contracts and each country filled out the table once a month and then sent it back to headquarters, which was a significant amount of time. Thanks to the Donor Reporting module, donor contracts are managed centrally, it is possible to receive notifications on payment deadlines, record the history of relations with donors and analyze the data using an aggregated view. .
The Supply team managed all of its activities using Excel and paper forms, manually filled out the purchasing section and there was no traceability of products delivered and inventory remaining. The Odoo Supply module, very easy to use, allows real-time management and visualization, and therefore fewer errors. Purchasing, inventory management, product shipment tracking have been greatly facilitated, and orders can now be validated more quickly using electronic signatures.
The Recruitment team used a complex tool, which did not have good ergonomics and poorly responsive support. Thanks to the Recruitment module, the recruitment process has been greatly improved with a synchronized publication of job offers on the site and on Odoo, better management of the reception of applications, sorting of CVs and thus a significant saving of time for the teams.

ICT4D: Data collection and analysis tools

DHIS2 software is used in many ALIMA field activities.

DHIS2 software is used for the collection and analysis of medical data (data on nutrition, public health, reproductive health …). After a pilot project in Nigeria, ALIMA plans to extend its use to all countries of intervention. Previously, teams used Excel, there were lots of calculations, high risk of error, and data had to be collected once a week. Thanks to DHIS2, data is now collected with standardized forms, key indicators are directly visualized, a dashboard makes it possible to follow developments, collection and use are easy.

IT4LIFE has developed an application for monitoring epidemiological alert cases as part of Ebola control activities in the DRC with DHIS2-Tracker. Instead of alert notifications in Excel with paper statements, the application allows centralized monitoring of notifications of suspected / probable cases in real time, encoding and capitalization in a database and thus more data collection. reliable.
Security incidents in the DRC were previously managed without standardized procedures, with a poorly encoded Excel table which made communication difficult. IT4LIFE used DHIS2 for more standardized incident management with instant online filling and a country map showing all incidents.

CommCare

IT4LIFE has set up a tool for monitoring Ebola vaccine trials in Guinea with a biometric authentication module. At two vaccination sites in urban and rural areas, IT4LIFE managed the enrollment of 2,300 participants and the training of medical staff in the use of tablets and the tool.
In order to ensure the follow-up of Ebola cases in the DRC, IT4LIFE has developed the Evista application which makes it possible to follow the files of suspect, probable or sick patients (admission, follow-up, discharge). The data processing and analysis process is done with Stata.
As part of the Optima project aimed at collecting data on the management of acute malnutrition in children aged 6 to 59 months, IT4LIFE and ALIMA have implemented a simplified management strategy in Burkina Faso and Mali. thanks to a CommCare monitoring tool
"An example summarizing the positive impact of IT4LIFE's work for ALIMA is that of the Covid-19 pandemic. All the teams can follow the activities of the teams in the field via an intranet dedicated to Covid-19, the GSuite and Odoo tools as well as remote IT support facilitated daily teleworking, informative webinars for ALIMA teams and an external audience were hosted via Google Meet, fundraising was effective thanks to digital tools such as CRM donors and tools for monitoring patients and visualization on DHIS2 have been put in place. An opportunity for the future is to capitalize on all the tools deployed to use them during other health emergencies. Thanks to IT4LIFE, in place of appropriate tools and continuous training, ALIMA was able to initiate a real digital transition! "
Maurice KYUNGU
Finance and Operations Manager

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