The Value of Insourcing Equipment Planning AHRMM Meeting February 22 nd , 2019 Robert Santos Danielle Mattox Ashlyn Wooten 1
Why in the world would you do this to yourself? Let me run through the typical scenarios… Renovations • • Equipment replacement • Department / office move • Providing information to equipment planners • Supply Chain is the source for information on FF&E Supply Chain is doing the heavy lifting • 2
Advantages to Insourced Equipment Planning • More economical • Hospital staff is invested • On-site presence- meetings, walkthroughs, jobsite conflict resolution Knowledge of hospital standards • • We can do all FF&E- who is currently covering the rest- artwork, constant observation, medical equipment integration, furniture, etc? • Laddering for staff • Already doing most of it • The more you do, the easier it becomes- library of standards in software 3
Financial Impact • FF&E is approximately 25 – 30% of the total project budget Medical Equipment Planner fees are typically approximately 1% of total project • budget – Medical Equipment Planning Only Equipment Planner Added Services Available for Additional Cost – 4
Current SMHCS Projects & Planned FF&E Spend Outpatient Radiation Oncology Clinic First Physicians Group IM/Peds Practice Inpatient Oncology Tower Venice Hospital 5
Equipment Planning at SMHCS Design and Project Close Implementation Planning Out 6
Design and Project Close Implementation Planning Out Programming 7
Design and Project Close Implementation Planning Out Schematic Design Design Development Construction Documents 8
Design and Project Close Implementation Planning Out Pre-Installation • Owner Architect Contractor (OAC) Meeting presence • Update Room by Room Equipment List and track changes for Specification Book • Update Specification Book and issue addendums to Contractor/Architect • Mechanical/Electrical/Plumbing (MEP) coordination for all FF&E • Oversee regular construction site walkthroughs as needed • Schedule Furniture Plan review/sign-off meeting(s) with end users • Determine offsite storage requirements and coordinate plans as required • Quote all FF&E • Process orders for all FF&E • Requisitions entered for all FF&E • Purchase Order pulled in • Purchase Order sent to vendor per project schedule • Oversee and participate in other purchasing activities as needed • Order and budget tracking • Oversee offsite storage vendor throughout equipment delivery and storage process • Weekly site visits to offsite storage facility • Obtain packing lists and ensure equipment is received in purchasing system 9
Design and Project Close Implementation Planning Out Installation • Coordination of all delivery and installation dates for FF&E based on Responsibility Matrix and Project Schedule (CI/OI) • Coordination of Contractor Installed (CI) equipment locations • Provide equipment lists on each door- items checked off as installed • Schedule and oversee day laborers • Coordination of debris/packaging material removal for all FF&E • On-site resource for emergent and immediate end user needs • Daily oversight of vendor and contractor installations Unit Moves • Order and coordinate delivery of all moving bins • Provide support and oversight of day laborers for day(s) of move • Coordinate disposal or reallocation of existing FF&E to remain 10
Design and Project Close Implementation Planning Out Furniture Punch List Closure • Complete walkthrough to assess all furniture • Oversee replacement/repair of damaged furniture Purchase Order Closure • Ensure all project POs are received • Provide approval on all invoices and adjust POs as needed Finance Close Out • Update software with all PO Numbers and adjust all pricing • Submit final Equipment List/Budget Spreadsheet to Finance 11
Scalability of Insourced Equipment Planning Not dependent upon • – Size of facility – Software – Dedicated equipment planning team Smaller scale larger scale • – With minimal resources • Employees – do not need a dedicated team • Multiple PDF files/Excel spreadsheets – With added resources • Dedicated equipment planning team • Equipment planning software – one single system 12
Room Equipment List Excel Example 13
Room Equipment List PDF Example 14
Room Equipment List Software Example 15
Responsibility Matrix Excel Example 16
Purchase Schedule Excel Example 17
Purchase Schedule Software Example 18
SMHCS Equipment Planning Team • Director, Biomed Services/Tech Planning • Manager, Equipment Planning & Projects • Equipment & Project Planner • Project Procurement Specialist 19
Questions? 20
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