A Flemish hospital, created from the merger for several healthcare institutions, faced a digital challenge: an outdated IT structure had to make way for an integrated ERP system. Möbius guided the process with tight program management and a people-oriented change strategy. The result? Fewer errors, more efficiency and smoother care delivery.
Strategic challenge
The hospital was working with an outdated and fragmented IT infrastructure, with separate systems for patient administration, financial tracking and inventory management, among others. This led to inefficiencies, delays and an increased risk of errors in the care processes.
The ERP implementation by the IT vendor had four clear objectives:
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Systems integration: One central data source for patient data, financial data and inventory management.
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Improving patient care: Better coordination between departments and faster access to information.
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Efficiency: Reduced administrative burden and stronger reporting.
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Cost efficiency: Process optimization to reduce operational costs.
Approach
Program Management
Möbius took on the overarching program management to bring direction and coherence to the entire process. Main activities:
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Project planning: Development of a clear roadmap with clear milestones and monitoring of scope and timing.
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Stakeholder management: Structural coordination with staff, suppliers and management.
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Risk management: Ongoing identification and mitigation of risks, including technical bottlenecks and user resistance.
Change Management
A successful ERP implementation requires more than technology: it requires commitment, understanding and motivation from all employees. Möbius committed to a broad-based change strategy, with concrete, tangible interventions that enabled the hospital to bring employees along step by step.
Key activities:
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Communication:
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A digital newsletter kept staff informed of important developments.
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An internal magazine was distributed on paper, featuring interviews, visuals and testimonials.
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A dedicated SharePoint page provided accessible updates, manuals and an implementation calendar.
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Email notifications announced important milestones or shared practical tips.
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Dialogue & engagement:
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A shared inbox was set up for questions and feedback from across the hospital.
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Regular townhall sessions provided space for feedback, live Q&A and interpretation of the strategic choices.
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Employees could count on on-site presence at various times, especially during testing phases and going live, which allowed for immediate support.
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Training and confidence:
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A series of hands-on training sessions specifically prepared users for the new way of working.
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Short feedback surveys systematically gauged satisfaction with these training sessions, and where necessary, content and approach were adjusted.
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The surveys also served to monitor how far employees had progressed in testing use of the system, even before it was put live - a crucial gauge of readiness for use and risk management.
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Throughout the process, off-site 'four moments' were also organized - informal, connecting activities in which successes were celebrated and team spirit strengthened.
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Results
Professional program and change management makes a difference, especially in large-scale implementations in complex healthcare environments:
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Lower failure costs: Professional guidance avoids the pitfalls that many large IT projects fall into.
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Faster go live and adoption: Tight direction and end-user involvement saved time through faster implementation; several months of time saved creates faster ROI.
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Better ROI: The combination of proper training and support led to higher acceptance and more efficient use of the system.
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Less pressure on internal teams: External support allowed internal staff to remain focused on their core tasks without loss of continuity.
This ERP implementation illustrates the importance of structured program and change management. Thanks to Möbius' pragmatic and human approach, we succeed in realizing strategic goals as well as strengthening the quality of care - with committed employees as the key to success.
