SystmOne Pre-Deployment Readiness Checklist

Before KKM technical teams configure SystmOne for your facility, 3 foundational layers must be complete: devices and connectivity for every staff member, role definitions and training for safe system use, and accurate facility mapping so the system architecture matches your physical clinic layout.

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Phase 1: Infrastructure & Device Readiness

The 1:1 Device Principle

Every staff member who will use SystmOne must have their own dedicated workstation. Shared workstations during go-live create login conflicts, audit trail confusion, and bottlenecks.

Example of devices distribution to stations and units:

• Triage / Vital Signs — 2 nurses, 2 devices
• Appointment Counter — 2 clerks, 2 devices (IC reader + webcam)
• OPD Consultation Room — 1 MO + 1 MA, 2 devices
• NCD Counter — 1 MA, 1 device
• MCH / ANC Counter — 1 MA, 1 device
• Admin / Manager — 1 manager + 1 clerk, 2 devices
• Nurse Station — 2 staff nurses, 2 devices

Rule of Thumb

If a station has 2 staff on the same shift, it needs 2 devices. If a room has 1 MO and 1 MA, it needs 2 devices — one per user. No exceptions.

1.2 Device Specification

SystmOne is a cloud-based web application. Devices must be robust enough for continuous clinical use.

Specification	Minimum Requirement	Recommended
Operating System	Windows 10 Pro (64-bit)	Windows 11 Pro
Processor	Intel Core i5 (8th gen) or equivalent	Intel Core i5 (11th gen) or equivalent
RAM	8 GB	16 GB
Storage	256 GB SSD	512 GB SSD
Display	14" (laptop) or 21" (desktop)	22"–24" Full HD
Browser	Microsoft Edge (latest) or Google Chrome (latest)	Microsoft Edge
Network	LAN port + WiFi adapter	Dual-band WiFi 6 adapter
Peripherals	Webcam (720p minimum), USB ports x3	Webcam (1080p), USB-C hub
Power	UPS backup (30 min minimum)	UPS backup (60 min)

Non-Negotiable

Robust and stable devices are non-negotiable. Consumer-grade tablets or outdated laptops that freeze during peak hours will compromise patient safety and staff confidence.

1.3 Network Architecture

Wired (LAN) — Primary Connection

• Stable LAN connection to every fixed workstation (consultation rooms, counters, pharmacy, lab).
• Cat 6 cabling minimum; gigabit switch managed by clinic ICT.
• LAN is the primary path for all clinical documentation to ensure low latency and reliability.

Wireless — Supplementary Distribution

• AP Router (Access Point Router) deployed strategically to distribute internet comprehensively to all staff areas, including corridors, waiting areas, and mobile triage points.
• WiFi adapters required for laptops or secondary devices not on fixed LAN.
• Wireless network must be MOH-secured (WPA2-Enterprise or WPA3) with individual credentials; no open clinic WiFi on the same VLAN as SystmOne.

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Phase 2: Staffing & Access Preparation

2.1 Role Mapping

Before KKM technical teams create accounts, the clinic must map every staff member to a SystmOne role. This determines what data they see and what actions they can perform.

• Medical Officer (MO) → Doctor / Prescriber — Full patient record, prescribing, clinical coding
• Staff Nurse / MA → Nurse / Clinical Support — Vital signs, procedures, wound care, immunization
• Pharmacist → Pharmacist — Dispensing, medication review, stock management
• Lab Technician → Lab User — Lab result entry, sample tracking
• Admin / Registration → Reception / Admin — Patient registration, appointments, demographics
• Clinic Manager → Manager / Admin — Dashboard, reporting, user management, audit review
• Super User → Super User — All modules, training privileges, first-line troubleshooting

2.2 Super User Identification

Identify 2–3 Super Users before account creation:

• Must be clinically active to understand real workflow
• Must attend train-the-trainer session by KKM technical team
• Will become first-line support and peer coaches after go-live

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Phase 3: Staff Namelisting & Station Mapping

This phase is the critical handover point between the clinic and the KKM technical deployment team. The technical team cannot configure rotas, room assignments, or user permissions without this data delivered in a structured format.

3.1 Staff Master Data Collection

Every staff member who will access SystmOne must be registered into the system as a base user before deployment. The clinic must prepare:

• Full Name — as per staff record
• Work Number — MOH/KKM staff ID or clinic assignment number
• Email — official MOH email address
• Username — preferred SystmOne login name

Usernames Must Be Unique

Usernames must be unique across the national SystmOne database. The technical team may append a clinic code if conflicts exist.

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3.2 Unit and Station Mapping

SystmOne rotas, queues, and room assignments are configured by the KKM technical team before the system goes live. The clinic must provide an accurate physical layout and staffing plan.

The technical team uses the room and staff data to build digital rotas in SystmOne. The clinic must specify:

Configuration Item	Detail Required	Example
Number of rooms	Total consultation and procedure rooms	4 consultation rooms + 1 procedure room
Number of stations	All non-room service points	Triage, appt counter, pharmacy, MCH, lab
Staff per room	Default staffing per shift	Room 1: 1 MO + 1 MA
Staff per station	Default staffing per shift	Triage: 2 nurses
Shift patterns	Morning / afternoon / night if applicable	Morning: 8AM–1PM; Afternoon: 2PM–5PM
Room-staff linkage	Which staff are regularly assigned to which room	Dr. Siti → Room 1; Dr. Ali → Room 2
Cross-coverage rules	Who covers which station when primary staff is absent	Triage Nurse B covers Pharmacy when Pharmacist A is on leave

Why Accurate Mapping Matters

If the technical team configures 2 triage stations but your clinic physically has 3 triage staff, the third nurse cannot log vitals into the assigned station. If they configure 4 OPD rooms but you only have 3 MOs on afternoon shift, the empty room still appears in the queue system and confuses staff.

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Next Steps After Phase 3

Once KKM technical teams confirm configuration is complete, the clinic proceeds to data migration, template configuration, and pilot testing (covered in subsequent deployment phases).