Robert Santos Danielle Mattox Ashlyn Wooten 1 Why in the world - - PowerPoint PPT Presentation

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The Value of Insourcing Equipment Planning AHRMM Meeting February 22nd, 2019

Robert Santos Danielle Mattox Ashlyn Wooten

Why in the world would you do this to yourself?

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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

• 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
• bservation, 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

Advantages to Insourced Equipment Planning

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• 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

Financial Impact

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Current SMHCS Projects & Planned FF&E Spend

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Inpatient Oncology Tower Venice Hospital Outpatient Radiation Oncology Clinic First Physicians Group IM/Peds Practice

Equipment Planning at SMHCS

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Design and Planning Implementation Project Close Out

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Design and Planning Implementation Project Close Out

Programming

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Design and Planning Implementation Project Close Out

Schematic Design Design Development Construction Documents

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Design and Planning Implementation Project Close 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

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Design and Planning Implementation Project Close 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

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Design and Planning Implementation Project Close 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

• 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

Scalability of Insourced Equipment Planning

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Room Equipment List Excel Example

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Room Equipment List PDF Example

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Room Equipment List Software Example

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Responsibility Matrix Excel Example

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Purchase Schedule Excel Example

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Purchase Schedule Software Example

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• Director, Biomed Services/Tech Planning
• Manager, Equipment Planning & Projects
• Equipment & Project Planner
• Project Procurement Specialist

SMHCS Equipment Planning Team

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Questions?

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