Managing Assets From Multiple Sub Organizations

1. Managing Assets FromMultiple Sub Organizations Ken Black, CPPM Texas Department of State Health Services

2. Subjects covered include: Organization structure Choosing centralized or decentralized functions Inventory methods Who the key participants are This session will discuss the challenges and methods of managing assets at an entity’s sub organizations.

3. What are sub organizations? • District & Region Offices • Field Sites & Clinics • Branch Campuses

4. Sub Organization Unit Management Structure Property Management Office (PMO) Organizational Structure(How’s the organization set up?)

5. Sub Organization Unit • Structure • Size • Amount of Equipment • Location • Where to look for this information • Org Charts • Staff Lists

6. Management Structure • Single or multiple levels of oversight • Location of management • Admin/support staff availability & duties • Where to look for this information • Org Charts • Staff Lists

7. Property Management Office (PMO) • Responsible for property management function regardless of organization structure • Policies & Procedures • Grant & contract compliance • Centralized or decentralized • Sub-level Property Administrators • Availability of sub organization staff • Risk

8. Centralized or decentralized? Must consider these factors Organization structure and size Locations Level of urgency by users Equipment and resources available Receiving Function

9. Centralized Receiving • Advantages • Easier to standardize procedures • Single point of entry for shipments • Better control of identification & tagging • Disadvantages • Longer turn-around time to user • Higher overall shipping costs • Items requiring special handling • Timing of installation

10. Decentralized Receiving • Advantages • Shorter turn-around time to user • Easier for special handling items • Disadvantages • Higher facility and staff costs • Less oversight of identification & tagging • More Risk

11. Regulatory requirements Methods Available Staff Timelines Inventory

12. Regulatory Requirements • Levels • State • Federal • Internal (agency policy) • Frequency • Periodic • Special Circumstances • Types of property included

13. Methods, Available Staff & Timelines • Methods • Barcode or RFID scanning • Physical count • Discovery tools (network pinging) • Available Staff • How many required • Central office or local • Timelines • Be considerate of sub organization’s mission

14. PMO Property Manager Property Administrators Sub organization management District/region/branch directors Internal sub organization managers Property Custodians Users Key Participants

15. Region Offices State Hospitals WIC sites and clinics Managing Assets atDSHS Sub Organizations

16. Canyon Office Lubbock Office Both HEALTH SERVICE REGION Regional Medical Director Physician II 5943 Position # Deputy Regional Director Director II 5944 Position # Community Health Services Specialized Health Social Services Coordinated Program Support FTE: 7 Communicable Disease Public Health Preparedness Family Health Services FTE: 2 CSHCN FTE: 15 PHP FTE: 7 TB FTE: 7 Maternal & Child Health FTE: 2 Texas Health Steps FTE: 4 ERT FTE: 4 Immunizations FTE: 17 Tobacco FTE: 1 STD/HIV FTE: 5 Dental Health FTE: 2 Zoonosis FTE: 3 Rev. Date 02/2013 Environmental & Consumer Inspection FTE: 4

17. Region Offices • Property Management Function • Centralized • No Property Administrator • Single Property Coordinator (additional duty) • Multiple Internal Managers (Custodians) • Inventory • Periodic – Annual (April – June) • Method • Barcode scanning – regional office • Physical verification – field sites/clinics • Receiving Function • Decentralized (with exceptions)

18. TERRELL STATE HOSPITAL Superintendent Risk Management Employee Services Coordinator Director Community Relations Client Rights Officer Special Projects Coordinator Work Schedule Administrators Infection Control Chief Nurse Executive Assistant Superintendent Director Quality Management Clinical Director • Nursing Administration • - Administrative Svcs. Coordinator • Nurse Administrator of • Acute Psychiatric Units • - Nurse Managers • > Admissions Dept. • > Acute Units (K, L, 7) • > Geriatric Unit • > Medical Unit • > Medical Clinic • > ECT Service • - Transportation • Nurse Administrator of • Specialty Psychiatric Units • - Nurse Managers >Forensic (8) • > Intensive Behavioral (H) • > Intermediate Unit (6) > Child/Adolescent Unit > Acute Unit (5) • Nurse Shift Coordinators • Direct Care Training Assistants • Unit Clerks • Unit Secretarial Services • Financial Officer • - Business Office • - Accounting • - Switchboard • - Reimbursements • Food Services • - Canteen • Competency, Training • & Development • Plant Management • - Maintenance • - Housekeeping • - Grounds • Psychiatry Services • - Medical Staff Coordinator • Medical Services • - Medical Contractors • - Dental Clinic • - EEG/EKG • - Medical Nutrition Therapy • Director/Social Services • - Family Center • Director/Psychology • Director of Programs  *5 • Director/Rehabilitation Therapies • - Menendez Center • - Animal Assisted Therapy • - Client Worker Program • - Peer Support • Pharmacy • Radiology • Phlebotomy/Laboratory • Pastoral Care • Assistant Director of QM • - Security • Joint Commission Compliance • Quality Improvement • Utilization Mgmt. • Clinical Information Mgmt. • Healthcare Analysis Reporting Team • Medical Records • - Transcription • - Court Liaison • - PALs • - Coding • Safety • Workers Comp  - Indicates Executive Council Member * Numbers indicate Chain of Command in the absence of the Superintendent.

19. State Hospitals • Property Management Function • Mixture of centralized and decentralized • Hospital Property Administrator/Coordinator (FTE) • Multiple Internal Managers (Custodians) • Inventory • Periodic – Annual (January – June) • Method • Barcode scanning • Receiving Function • Decentralized (with exceptions)

20. WIC Local Agencies (550)

21. WIC Sites & Clinics • Property Management Function • Centralized • WIC Property Administrator/Coordinator (FTE from PMO) • Multiple Internal Managers (Custodians) • Inventory • Periodic – Annual (May) • Method • Physical verification • Backed by discovery tools • Receiving Function • Centralized