MICAD ANNUAL USER CONFERENCE 2017 THE NEED FOR BETTER EFM DATA & - - PowerPoint PPT Presentation

MICAD ANNUAL USER CONFERENCE 2017

THE NEED FOR BETTER EFM DATA & INFORMATION

Peter Sellars President IHEEM

▪ Overvie

rview w of He Healthcare thcare System, em, size, expendi nditure ture and chall allen enges es going g forward rd

▪ Overvie

rview w of

• f th

the NHS HS Esta tate, te, size, , level el of

• f e

expenditu nditure, re,

▪ Existing

ing & New Ke Key National

• nal Estates

es Policy cy Chall allen enges es

▪ The

e National

• nal Drivers

ers For Better r Estate e Data

▪ Professional Bodies and Industry response to “Five Year

Vision”

❖ One of the most respecte

pected Healt lthca hcare re system tems in the world

❖ Treats

ats over 1Million

• n patients

nts every y 36 hrs

❖ Employs over 1.5million staff, top five world’s largest workforce

✓ Population Getting Healthier- But services being used more ✓ Quality of care is improving- But more open about clinical mistakes ✓ Clinical Staff numbers are rising-But staff are under more pressure ✓ The Public are highly satisfied- But are deeply concerned for its future ✓ Spends around £120Bn each year- But £22Bn shortfall by 2020-21 ✓ Population circa 10% increase 2030 – But 75+ to grow by over 50% Key y Messag age :- Futur ture Proof NHS, Delive very y of Care will need to change nge Five e Ye Year Plan :- Better ter Health, th, Better ter Care, e, Financia ncial Sustai stainabi nability lity

❖ Large

gest t Public Estate te in Europe pe circa 65Mn Mn Sq Sq/2 /2

❖ Capital

l Value ue £44bn

❖ Replacement

acement value £78Bn Bn

❖ Over 7000

0 sites

❖ £8.3b

3bn n Oper erat ational ional Spend nd

❖ £3

£3-5Bn 5Bn Capital l Spend nd ➢ Unwa warra rrante nted reve venue nue spend nd (£1.3bn) .3bn) ➢ Poor use se of the e est state ate (£2-5Bn) n) ➢ Highest hest level l of ba backlog

• g (£5Bn)

Bn) ➢ STP Investment tment (£10Bn) 0Bn) ➢ Land requi uired red for 26,000 000 homes ➢ Third d highest hest NHS expend pendit itur ure The requi uireme rement to ha have high h quality ty EFM data & Informati ation n has never ver been n greate ater

▪ Stronger EFM Governance & Assurance (Frances Report) NHS

Constitution Pledge, Now A Legal Right February 2016

▪ NHS Productivity & Efficiency Programme (Lord Carter Report) ▪ Requirement to develop Sustainability & Transformation Plans

(Sir Robert Naylor Report)

▪ Estate Development, Investment Requirements (Kings Fund)



Recommendation 6 – All trusts estates departments should operate at, or above the benchmarks for the operational management of their estates and facilities functions by April 2017 (as set by NHS Improvement by April 2016); with all trusts (where appropriate) having a plan to operate with a maximum 35% of non-clinical floor space and 2.5% of unoccupied or under-used space by April 2017 and delivering this benchmark by April 2020, so that estates and facilities resources are used in a cost effective manner.



Ai – Ensuring every trust has a strategic estates and facilities plan in place, including in the short term, a cost reduction plan for 2016/17 based on the benchmarks, and in the longer term (by April 2017), a plan for investment and reconfiguration where appropriate for the whole estate, taking into account the trust’s future service requirements;



Aii – All trusts (where appropriate) having a plan to operate with a maximum of 35% of non-clinical floor space and 2.5% of unoccupied or under-used space by April 2017 and delivering this benchmark by April 2020 so that estates and facilities resources are used in a cost effective manner;



B – Investing in energy saving schemes such as LED lighting, combined heat and power units, and smart energy management saving schemes, funded through a new Department of Health, “invest to save energy fund” set up by April 2017, working in partnership with Salix and other partners to help trusts deliver the opportunities for reduced energy consumption;



C – The Health and Social Care Information Centre and NHS trusts should ensure better data accuracy by improving the governance and assurance of the Estates Return Information Collection (ERIC) data in time for the 2015-16 returns due in July 2016, with trust finance directors ensuring the financial accounts and ERIC reported costs are aligned by July 2016; and



D – Ensuring estates and facilities costs are embedded into trusts’ patient costing and service line reporting systems, which will be monitored by NHS Improvement.

IHEEM Trusted ed Partner ner Policy Makers rs

Serving ving All Member bers Apprenti ntice ce Drive Deve velop

• ping

ng Future re leader ders New Partne ners HEFMA & AU AUDE Existin ing g Partne ners

Joint t Ventu tures es

Raisin ing g Natio ional nal Profil ile

SSSFT – Strategic Property Management

David Evans MBIFM Associate Director of Facilities and Estates

SSSFT – Strategic Property Management

Clifford Jones LCG, MIET, MIEE

F&E Senior Information Governance Manager

Facilities and Estates “…ipsa scientia potestas est..."

SCOPE OF ESTATES – SSSOTP, SCHT & OUT OF REGION

Bookable Rooms Effective use of Space - Lord Carter

We have set up Severnfields Health Village bookable rooms and planning the implementation for Hallcourt in Jul/Sep 2017. We are updating current function and space occupancy data during 2017/18 Service-Line Reporting can improve the productivity and performance of NHS foundation

• Trusts. (Monitor)

We have accurate and maintained data

• f property and can

‘view on the go ’

Property T errier “…how it's helped us see what we have at a glance; a must for a community property portfolio...” C. Jones

Governance, Safety, Patient Experience, Efficiency and Effectiveness (PAM) We can provide information in real time for Premises Compliancy We are migrating our ACMs data now! We have a duty to Manage Asbestos Containing Materials (ACMs) and provide information to Trades Staff and Contractors

We have implemented the latest mobile technology which has significantly reduced the number

• f handoffs associated to

50,000 paper records per year for planned and reactive building maintenance.

We Plan to review the client and contractor portal in 2018/19.

Client portal—log a job in just 30 seconds

Contractor portal provides a consistent approach

CAFM: “…When Lean gets into high gear, and a process needs only three people instead of seven; freeing workers up-no layoffs!, four handoffs go away entirely...” C Jones

National Cleaning Standards

Managers can now monitor and demonstrate cleaning standards more effectively.

Property Appraisal, Life Cycle Costing and Backlog Maintenance Plan to migrate

• ur current

excel data during 2018/19. We Plan to review in 2018/19. Access Legal Agreements

• n The Move

SSSFT – Technology & Customer Service

 Administrative Cost reductions –

process automation

 Reduction in Fuel Costs  Reduction in Trade costs  Reduction in Paper & Printing  Annual Saving £89k  Technology improving customer service

• e.g. PAT testing

 HSJ – Finalist for Strategic Property

Management

 Technology investment was central to

business case

 Events and Engagement

IMPLEMENTING THE MICAD CAFM HELPDESK

Andrew Taylor Contract Implementation Manager City of London James Thomas Trainer/Project Manager EFM Consulting

Facilities Management

Andrew Taylor Contract Manager, City Surveyors James Thomas HelpDesk and Compliance Specialist, EFM Consulting Ltd.

Background (Pre 2012)

 The City of London properties managed by several different departments  Roughly 450 contractors  Data stored on local folders  Micad in use from 2011 as an asbestos management tool  No KPI’s, no SLA’s, arrangements with contractors managed by internal teams

Background (Pre 2015)

 Procured a single contractor to maintain all properties  Central Contract Management team  Duplicated help desk with contractor managing data  Contract based on building size  Lack of useful reporting  Poor data analysis

Background (Pre 2017)

Improvements made included  Consolidation of the FM teams to one team in the Operations Group  Amalgamation of the FM and contract management team giving more direct control over the contract  Take ownership of data by introducing a new CAFM system  Full asset survey to better inform procurement model and classify items as Statutory, Mandatory and Business Critical to assist PPM planner

Lessons learnt

• Extensive stakeholder engagement sessions
• Creation of Working Groups looking at:-
• Technical specification/asset register
• SLA/KPI requirements
• Pricing/payment mechanism
• Customer Engagement – How it needs to work

better them

• TAKE BACK OWNERSHIP OF DATA

Development of Micad

Help Desk Resource Portal IPR Customer Portal

Development of Micad

• 430 Properties
• 30 000 assets
• 2 Help desks
• 8 City of London contractors
• Internal Maintenance teams
• Contractor self delivery team
• 32 Sub-contractors

Development of Micad

• 1200 reactive calls per month
• 4500 PPM’s per month
• SFG 20 standards
• Asset verification exercise
• Flagged, tagged and secure sites
• Daily, weekly and monthly reporting

Next steps

• Further develop the financial aspect
• Additional internal maintenance teams
• Become more mobile
• Develop Risk Assessments
• Strengthen use of the Asbestos Module
• Internal auditing

Achieving a successful CAFM implementation through collaborative working

Micad User Conference

20th September 2017

@efmltd | www.efmconsulting.co.uk

Building engagement

• A series of focus groups were held with key stakeholders
• Processes were mapped out to allow the Project team to recognise gaps in the

system and internal arrangements

Formalising the processes and responsibilities

• With so many people potentially involved in the job process is was vital that the

processes and responsibilities were known and documented

• A process map was created to ensure that all parties were clear as to the

defined process to be followed

Developing the system

• A development specification was professionally written to formalise the

requirements for the system

• Micad’s developers worked to the specification and HelpDesk Version 3.1.4 was

born

Project Management

• With so many stakeholders, effective Project Management was key
• Specific actions, with assigned responsible persons and deadlines
• This ensured all parties contributed towards the success of the project
• A robust Project Plan was devised with and made visible to the client

Testing the system

• With the number of system developments introduced a thorough pilot was

essential

• Feedback was very positive
• This was considered and led to V5 of the development specification being written

Training

• 57 System users
• 106 resources
• User guides prepared and distributed as a

reference to ensure that strict processes were understood and consistently followed

EFFICIENCIES IN FM USING MIC4C

Fredy Caballero University of Leicester

Using the auditing tool MIC4C

Fredy Caballero – Portering and Cleaning Manager Estates & Campus Services

What this session covers

• Background
• Technical support
• What do we use the system for?
• Benefits
• Development areas

By the end of this session you should be able to:

• Understand the capabilities and benefits of the MIC4C

system

Background

University of Leicester have been using the MICAD IPR system since June 2006 for the purpose of our Estates and Campus Services space management. What motivated us to invest in a Cleaning monitoring system?

• To reduce paper use
• To reduce the auditing time to increase operational efficiency
• The need for a better monitoring system
• To provide meaningful data

Why MIC4C?

• MIC4C system use the same room register system as MICAD

IPR

• MIC4C use the same CAD drawings as MICAD for all of our

properties to display room locations.

• Opportunities to develop the existing system without the need

to invest in a new software platform.

Technical support available

Ongoing training available

Dedicated Account Manager Head

• ffice

dedicated support

What do we use the system for?

• Cleaning Audit
• Teaching Room Inspections
• Departmental Safety Inspections
• Plant Room Inspections
• Vehicle Inspections
• External Audit

Type of audits :

Benefits of MIC4C

• Provides the data required to enable a better monitoring

system

• Less time consuming when audits are completed
• Increase staff engagement with the auditing process

Development areas

To link any photo evidence to the audit directly from the device Recently purchased MICAD helpdesk system for Reactive and Planned Maintenance

Upcoming improvements

To link MIC4C to our MICAD help desk

My contact details

Email : fdjcf1@Leicester.ac.uk Mobile : 07876048836

Thank you for your time.

LUNCH SESSION A: ASBESTOS MANAGEMENT

1.

The management console statistics need to be incorporate into the Micad4 dashboards so they can be run at all levels in the database

2.

Compliance bar at building level?

3.

Updating records via the drawing for those with permission to do so?

4.

I’ve never been comfortable showing asbestos as green as a low risk default setting in the system.

5.

Can we extend the functionality of graphical reports to show where risks have deteriorated year on year? This could also have its own dashboard.

6.

Enhanced functionality for recording and reporting estimated and actual remediation costs

7.

Can we have traceability for every page viable to the client – as in the portal?

8.

Can the profiling tool sit on one page – not scroll out to the right

9.

Asbestos events should be added to the notifications section in Micad4

• 10. Consider an option for adding small video as well as multiple photos
• 11. Adding ACM location hotspots on the plan and risk graphical report?
• 12. The removal process needs refinement, it is too laborious at present
• 13. Ideas on how to get data into the system faster
• 14. Project team notifications for R&D survey results

MICAD4 SOFTWARE UPDATE

Peter Atkinson Product Manager Micad Systems Ltd

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THE LAST TWELVE MONTHS

CLICK TO EDIT MASTER TITLE STYLE MICAD4

THE LAST TWELVE MONTHS: KEY DATES

• August 2016

First β customer

• September 2016

Micad user event 2016: Micad4 was launched

• October 2016

Rollout to new users

• January 2017

Micad4 v4.0.1

• April 2017

Micad4 v4.0.2

• May 2017

Micad4 v4.0.3

• July 2017

Micad4 v4.0.4

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THE LAST TWELVE MONTHS – LEARNING CURVE

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THE LAST TWELVE MONTHS – LEARNING CURVE

• Micad4 is a new product to everyone. Not least us!
• We’ve had to learn how to train, implement and support the new system
• Some β implementation issues have resulted in changes and new versions
• We’ve made changes to the platform that will enable rapid delivery in the future
• We’ve increased Dev team and restructured resourcing

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THE LAST TWELVE MONTHS

Space management Compliance Documents Administrate

User event 2016

SPM

v4.0

Reports

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THE LAST TWELVE MONTHS

Space management Compliance Documents Administrate GLN Property management Cleaning App

User event 2017

• 3x New modules
• New App
• New features
• Increased stability
• Improved support logs

SPM

v4.1

Reports

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NEW FEATURES

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NEW FEATURES

• UI

Menu usability, data grids, fields, sidebar and buttons.

• Map

Map interface. Prep for integration with mobile.

• Graphic reports

Parameters, print mode and overlapped data.

• Widgets

Dashboards and system feedback

• Education

In system user guide

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NEW MODULES

CLICK TO EDIT MASTER TITLE STYLE MICAD4

NEW MODULES

Space management Compliance Documents Administrate GLN Property management Cleaning App

GLN module

• Add GLNs
• Manage GLNs
• Distribute GLNs
• Retire GLNs
• Integration with Micad4

SPM

v4.1

Reports

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NEW MODULES

Space management Compliance Documents Administrate GLN Property management Cleaning App

Property management module

• IPR Leases
• IPR Terrier

SPM

v4.1

Reports

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NEW MODULES

Space management Compliance Documents Administrate GLN Property management Cleaning App

Cleaning

• C4C
• Audit engine
• Micad4 app: 1st module

SPM

v4.1

Reports

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NEW MODULES

Space management Compliance Documents Administrate GLN Property management Cleaning App

Micad4 app

• Native Android & iOS
• Cleaning audit
• Other Micad4 modules
• Encryption and security
• GPS integration with Micad4 map

SPM

v4.1

Reports

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THE NEXT TWELVE MONTHS

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THE NEXT TWELVE MONTHS - PIPELINE

• Asbestos
• Property appraisal
• Portals
• Compliance exchange
• Split systems

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THE NEXT TWELVE MONTHS – USER INPUT

• User engagement

New module & feature workshops with experienced users This has been an unprecedented success with the Micad University User Group and we developed the Cleaning module with the same approach to user engagement. We want to do the same for all of our new and existing Micad 4 modules. Asbestos Property appraisal Portals

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THE NEXT TWELVE MONTHS

Space management Compliance Documents Administrate GLN Property management Cleaning App

User event 2018 ?

SPM Compliance exchange

v4.x

Property appraisal Asbestos Portal Portal Portal Portal Portal Portal Reports

For Healthcare For Higher Education

MICAD4 C4C AUDIT SOFTWARE

Cathy White Business Support Officer Micad Systems Ltd Tim Hubbard Micad Systems Ltd

• Acquired PMS 2015 – amalgamate MiC4C, C4C and CCW into one Micad 4

module

• What we did: users requirements and experience of using the system
• user groups
• individual contributions
• legislation
• System needed flexibility to achieve users needs
• Back end or front end – heavy configuration?

• We chose to make the back end heavy with configuration
• gives greater control
• simplifies the end audit
• pre-populate many fields
• Micad4 – new Audit module – starting with cleaning
• Cleaning breaks down into three categories:

Configure Configure Locations Manage Audits