IFMS FAQs

1 What is the IFMS Project?

The IFMS (Integrated Financial Management System) is a project within HSE’s Finance Reform Programme to introduce a modern finance and procurement system for the health sector.  Tusla is included in this implementation. This project will equip Tusla with modern technology, standard finance and procurement processes, and a new operating model.

2 Why is the IFMS Project needed?

IFMS will create many benefits for the health sector and Tusla. The time spent processing financial transactions will significantly decrease, and more comprehensive and transparent financial reports will be available, which will enable more informed decisions about spending.

IFMS aims to provide the systems and technology that will allow a rebalancing of effort in corporate management between transactional processing, compliance and control, and decision support. This will allow Tusla to focus on financial management, governance, and improved decision-making.

3 Will there be a disruption for Tusla Vendors?

No, we will work in partnership with organisations before, during, and after they move to the new system to ensure there is no disruption to stakeholders.

4 How will the new system affect suppliers?

IFMS will allow some suppliers to move to an online purchasing system called IFMS SAP Ariba. Since 2020, some HSE suppliers have begun to do so, and they are ready to use it immediately. 

For our suppliers, this will involve agreeing on a catalogue with us, listing their items and prices, engaging in online meetings, and testing that everything works smoothly. Once on the new IFMS system, suppliers will receive approved purchase orders by email, fulfill the order, submit an online invoice to us, then receive payment. This saves everyone time.

5 How will the new system affect staff?

Under the new system, new processes, and ways of working may mean changes to some financial processing roles. This should facilitate less repetitive, administrative, and paper-based processing.  The new system and training will enable staff to develop additional skills and knowledge of the latest technology in financial systems known as SAP S/4HANA. As Tusla prepares for the switchover to IFMS, there will be ongoing support to understand exactly how things will change for each person.

We will train users involved in purchasing, receipting, budgeting, and financial reporting to use the new IFMS system. It will not just be finance and procurement staff who can use the new system; where appropriate and beneficial, front-line staff will be able to use a simple app on their computer or mobile devices to do quick and easy self-service ordering and purchasing of goods or services instead of paper-based order form filling.

6 How will Tusla introduce the new system?

Tusla has been working with the HSE to design, build and test the new system to ensure that IFMS will be implemented smoothly. There will be four implementation phases over the following years; Tusla is included in the first phase happening now in 2023.

7 Which health and social care services will use the new system?

The HSE is working with organisations to bring the new IFMS system to the entire health sector and Tusla.

8 When will Tusla move to the new system?

Based on current implementation plans, Tusla will go live with the new IFMS system on July 3rd, 2023.

9 What supports will there be for staff/vendors to adapt to the changes?

Tusla has a change management team to communicate with both internal and external stakeholders and those indirectly involved with this new IFMS programme. If you want to get in touch, contact the Change Network team at ifms@tusla.ie.