SAP Innovation Awards 2021 Entry Pitch Deck

Saving Lives by Managing Equipment and Beds During the Pandemic

Heidelberg University Hospital
PUBLIC
 Company Information

Headquarters Heidelberg, Rhein-Neckar region, Germany

Industry Healthcare
Web site www.heidelberg-university-hospital.com

More than 600 years ago, the first German university was founded in Heidelberg. Today, the school attracts international
acclaim for its life sciences programs – especially in medicine. As one of Europe’s largest and most modern medical
centers, Heidelberg University Hospital consists of 40 specialist departments offering medical care that meets the
highest international standards, with a focus on oncology and other specialties that require complex treatments.
Heidelberg University Hospital’s active collaboration with national research facilities attracts patients from around the
globe and has produced several Nobel Prize winners. It’s no surprise that our group of 18 hospitals was tapped for
emergency response during the pandemic. We are proud to have led the regional fight against COVID-19 with a quick
and efficient solution for optimal management of beds and equipment during the surge of seriously ill patients.

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Quickly Locating Vital Equipment
Heidelberg University Hospital

Challenge
“Centrally coordinating the Like healthcare institutions everywhere, Heidelberg University Hospital faced one of the biggest challenges in its long
distribution of patients history when the COVID-19 pandemic struck. Medical staff needed a way to inventory ICU beds on the fly so that
and beds in Heidelberg growing numbers of emergency patients could receive life-saving treatment quickly and efficiently.
and the region is crucial.
Using a real-time overview Solution
of resources, existing Agile development of cloud-based analytics presented under secure authorization in an attractive interface across all
structures – which reach devices replaced cumbersome manual processes and gave managers powerful mechanisms to centralize, analyze,
their limits in the event of a and publish distribution of equipment in real time across 48 wards in 25 hospitals.
crisis – can be efficiently
relieved. The new solution Outcome
spearheaded by Up-to-the-minute data underpins optimal distribution of the patient load and routing of ambulances across the Rhein-
Heidelberg University Neckar region, helping ensure that healthcare providers received timely information for resource planning and that each
Hospital ensures that the patient received an appropriate bed and the best possible care during the pandemic surge.
necessary data is up to
date and available to all
stakeholders anytime,
anywhere.” Wards subject Specialties Clinics with

45 40 25
to required available to appropriate beds for
Professor Dr. Ingo Autenrieth, occupancy serve patients severely afflicted
Chief Medical Director and reporting with underlying COVID-19 patients
Chairman of the Board, conditions
Heidelberg University Hospital

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 Business Challenges and Objectives

Heidelberg University Hospital knew the pandemic would present unique challenges to the management of workloads
and supplies. We could foresee a surge in urgent-care cases unlike anything we had ever faced before, and the new
challenge called for new action. The aging and time-consuming manual processes then in place for routing patients
would not meet the emergency successfully. With only a few weeks' notice, we had to expand and streamline
emergency services within the city of Heidelberg to direct ambulances transporting COVID-19 patients to clinics with
appropriate human and material resources. And our larger 18-hospital system needed a transparent, real-time overview
of bed occupancy across the Rhine- Neckar region to coordinate care and keep federal authorities informed of levels of
infection and use of critical ventilation options.

The primary objective, as always in healthcare, was securing optimal treatment for each patient. When the
pandemic complicated fulfilment of that mission, we turned to digitalization to accelerate underlying processes.
We decided to work with our trusted partner SAP to deliver a scalable and extensible solution built expressly to
address our bed management use case using the SAP® Analytics Cloud solution on SAP Cloud Platform. We
agreed on an agile development process that could be adjusted and enhanced
to address new issues as the pandemic brought them to the surface. And we set out to present the solution in the SAP
Fiori® user experience, which supports device types including desktops, laptops, and smart phones, so that authorized
users could access the real-time availability data when and where they needed it.

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 Project or Use Case Details

The solution is a portal on SAP Cloud Platform that provides easy access to 10 separate applications.
Two applications manage the registry of roles, one for managers and workers in hospitals who can see
and edit data from their hospital, and one for reporting viewers who can see data across various hospitals
and wards. A third application lets managers maintain data for hospitals and wards and confirm
onboarding requests for new users. A fourth allows appropriate managers and workers to edit the
number of patients and number and type of beds per ward.
The SAP Analytics Cloud solution manages the analytics required to make sense of the data. Two
applications aggregate the data for each hospital and display it according to hospital-specific
requirements. Four additional analytic applications deliver the following functionality:
 Displaying the data collected across hospitals and wards as needed by the ILS, including an option for
downloading into Microsoft Excel
 Aggregating the data for each hospital as needed for government reporting, with an option for downloading
into Microsoft Excel
 Summarizing the capacity of all types of beds across all hospitals
 Providing a tile to serve as a jump-off to SAP Analytics Cloud

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 Benefits and Outcomes
Business or Social
Patients across the Rhine-Neckar
region enjoy optimal access to
appropriate care.
Government agencies receive timely
information to help them track the
course of the pandemic.
Secure, real-time data supports critical
decisions and protects lives. The
control center for patient distribution
has accurate geo- mapping
information.
The solution supports less complicated
sharing of information with external
parties such as the health department
and the fire department and ambulance
service.
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IT (optional)
The back office at the hospital can use
the latest technologies to aggregate
data and share it among agencies.
Medical users have a self-service,
real-time overview of all COVID-19
ICU and non-ICU beds in various
configurations, eliminating the bulk
of IT intervention for reporting.
The solution scales quickly and easily
to include additional hospitals.
Both data and access to data are made
secure through sophisticated role
definition and user authorization.
Human Empowerment
Medical staff members have a far lower
risk of overload, helping ensure that
they remain healthy themselves.
The solution helps protect public
health across a large region of a
country hit hard by COVID-19.
Onboarding and self-registration of
new users is a simple guided
procedure.
The solution builds a stable and reliable
basis for employees to create visual
reports that deliver actionable insights
quickly.
All stakeholders can reach the data
through a Web portal accessible by
desktop, laptop, and smartphone
anytime, anywhere.
6
 Architecture

R Identity Authentication service (kernel service)

User registration

R R R
Story SAP Analytics Cloud
Manager Worker Viewer

R R R

App router Onboarding Analytics

Maintenance
R Hospitals Assign manager, Hospitals
Authorization and trust viewer, worker Custom domain
management (XSUAA) Wards Wards certificates
Assign reporting
Beds privileges
Convexis

R Application logging
R (Kibana)
Service app R
R Service
(Running and scaling over app
application runtime) Availability service
(uptime monitoring)
SAP Cloud
Application
Programming
Model SAP HANA® deployment
infrastructure container
SAP HANA Cloud
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 Deployment

Deployment status Live

Date September 4, 2020 Number of users 160

SAP technologies used:

SAP product Deployment status Contribution to project

Forms the backbone of the solution and keeps it flexible and scalable, aggregating data, managing role-
1 SAP Cloud Platform Live based access, and delivering input to analytics functionality

Manages the conversion of aggregated data into actionable insight in a breakdown of ward capacity
2 SAP Analytics Cloud solution Live combined with geolocation data on hospitals and visualization of occupancy rates over time

3 SAP Fiori user experience Live Displays user options and analytics in an attractive and accessible format on all devices

SAP Cloud Application Main framework of the project and provides main functionalities and connects other SAP services used in the
4 Live project
Programming Model

If you have used one or more of the services or support offerings from SAP Services and Support during the implementation or
deployment phase, please indicate which one(s) below with an X

SAP MaxAttention™ SAP ActiveAttention™ SAP Advanced Deployment

SAP Value Assurance SAP Model Company
X Others: SAP Consulting
SAP Innovation SAP Innovative
Services Business Solutions
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 Advanced Technologies (1 of 2)

The following advanced technologies were part of the project.

Technology or use case Product used* Contribution to project and how product used integrates with SAP products

1 Machine learning or
artificial intelligence
Robotic process automation, conversational AI,
AI-based knowledge graph

2 Intelligent data management

Multi-cloud, data virtualization and governance, smart
data tiering, persistent memory, data privacy

3 Advanced and augmented SAP Analytics Cloud Includes features for time-series data on occupancy rates and geolocation of
solution hospitals and is easily extensible to include forecasting functionality
analytics
• Real-time and streaming analytics, spatial
analytics
• Natural-language query and generation
• Automated machine learning to identify trends,
patterns, outliers
• Predictive analytics (time-series analysis and
forecasting, regression, classification)

4 Data and analytics solutions

in
the cloud
• Unified data and analytics cloud platforms by SAP
• Modern and self-service data to analytics

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 Advanced Technologies (2 of 2)

The following advanced technologies were part of the project.

Technology or use case Product used* Contribution to project and how product used integrates with SAP products

5 Advanced cloud integration

• API economy (monetization and API marketplaces)
• AI-based or crowdsourced integration
• High throughput, low-latency digital integration hub

6 Industry cloud platform

7 Blockchain

8 Internet of Things

9 3D printing

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 Additional Information

Summary: The COVID-19 coordination center at Heidelberg University Hospital allows doctors to
control and manage all the information they need to coordinate patient care and transportation more
effectively during the pandemic. At the push of a button, regular district offices can also supply any
required reports in real time to the state and federal authorities on the availability of COVID-19 hospital
beds with and without ventilation options.

The project stands out through fast and purposeful collaboration. Together with the Integrated Control
Center Rhein-Neckar/Heidelberg and expert staff from SAP, we set up the platform for COVID-19 bed
management in about a week. Working with their real-time overview of capacity, managers can now
assign patients according to the availability of space, protective clothing, and beds with and without
ventilation options in all 18 hospitals in the region. All hospitals and relevant transportation and health
authorities used this solution free of charge for six months.

The cloud-based, scalable, and extensible bed management solution includes a highly secure
authorization methodology and is easily accessible through a Web browser and a wide variety of
devices — desktop computers, laptops, or smartphones — regardless of user location.

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 Additional Information

The bed management solution and its development process are templates for effective emergency response
in the future. We are currently entertaining a suggestion to extend functionality to the
in-house management of COVID-19 patients – or any set of patients tomorrow – at the hospital or clinic
level. Integration of specific materials management processes could also help us ensure the availability of
equipment and supplies required for immediate COVID-19 intensive care. A history of occupancy levels
can help us estimate future demand and predict necessary stockpiling in any kind of epidemic.

For additional information, see these resources:

One-page description of project

www.sap.com/documents/2020/08/48de8f76-aa7d-0010-87a3-c30de2ffd8ff.html

SAP News article

https://news.sap.com/2020/09/hospital-bed-capacity-covid-19-patients

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