Integra E-Quip

1. Integra E-Quip Integrating the design, procurement & asset-management process http://www.E-Quip.uk.net

2. The Procurement Process The E-Quip Gap Design & Briefing Procurement Asset-Management

3. Inputs to the Process • a) BOQ’s – Lists of the equipment you need. These can come from: • Briefing & design tools • ADB • CodeBook, … • Spreadsheets • b) Transfer Lists – Lists of existing equipment that can be transferred. These can come from: • Asset-management tools • Optim EMS • EMAT, HECS, SEMS, … • Spreadsheets • You need to purchase (a - b)

4. Outputs • Equipment has been purchased efficiently, economically & commissioned on-time, and is available for use. • Lists of new equipment must be passed on to an asset-management system. • Transferred equipment must be updated in the asset-management system to reflect its new locations. • Decommissioning jobs must be raised for transferred assets. • Commissioning jobs must be raised on new & transferred assets.

5. The Challenge • None of these IT tools communicate with each other. • The nomenclature used at each stage is different for equipment & locations: • “MON013 – Patient Monitor” • Philips Medical Systems M8007A • Philips MP70 • At the design stage there are many locations, at the asset-management stage there are fewer. • “Ward 3” in the asset-management system may cover 20 locations in ADB (bays, clean utility, dirty utility, staff changing, WC’s, …) • How is the process being managed & monitored? • Given target dates & product lead-times, when should tenders & orders be raised? • Is there one central repository for all of the supporting information, such as equipment specifications, target dates, product lead-times, suppliers etc? • “What-if” Equipping – costing scenarios

6. What is Missing from the Picture? • 1. Communication • All of these systems need to talk to each other. • The output of design is the input to procurement. • The output of procurement is the input to asset-management • 2. Process Control • What’s happening, what should happen next, how are we doing? • Deadline & Target Management • Project phase completion dates. • Target commissioning dates. • Product lead-times. • 3. Nomenclature Mapping • Design, procurement & asset-management will almost certainly use different names for: • Equipment • Models • Locations • 4. Virtual Design: • Preparation of PFI bids and tenders. • Costing scenarios.

7. Supporting Data If systems are to communicate they need some common data: • 1. Procurement pivots around Generic Specifications. • The basis for tenders • Specifications need to be linked to: • Suppliers • Equipment Models & Options • Equipment Categories • ADB/CodeBook components • Briefing & design systems are not the place for generic specifications – unless you want thousands of “900-Series” components. • 2. Mapping Information • Equipment • Locations • 3. Key Dates, Targets & Deadlines

8. What does E-Quip do? • 1. It manages the process flow. • The procurement process is essentially a transition from generic to specific: • You need (generic): “1 x MON001 Patient Monitor” • You buy (specific): a “Philips MP70” and two modules: the “M3001A” multi-measurement server and the “M1026A” anaesthetic gas module • A single generic item has become multiple specific items • This process will involve issuing tenders (linked to Generic Specifications), receiving & evaluating quotations, raising orders & accepting equipment deliveries.

9. What does E-Quip do? • 2. It enables communication between the key systems involved in the procurement process. • E-Quip can create asset-management system records (both equipment & jobs) based on design or procurement information. • This would, for example, allow an EBME or Medical Physics department to start planning the resources required to commission equipment before it has actually been purchased. • It can read information from design, asset-management & procurement systems. • There is no need to re-enter data.

10. What does E-Quip do? • 3. It provides a store for the common data required throughout the procurement process. • Generic Specifications. • Equipment Models & Options. • Tenders, Orders & Deliveries. • Key Dates. • 4. It provides nomenclature mapping. • Equipment • Locations

11. What does E-Quip do? • 5.Virtual Procurement • Equipping scenario comparison. • Automated model selection based on quality & suitability. • 6. It can assist in taking inventories of current assets: • Do the inventory in Microsoft Excel • Import to E-Quip • Export to Optim EMS

12. What it Doesn’t do! • E-Quip is a process management tool, it is not: • … a replacement or competitor for any of your existing systems, such as ADB, CodeBook etc. • … an E-Procurement system • It is not supplied with data • (except equipment categories) • E-Quip does not force you to use a particular design or asset-management system. • It is not expensive!

13. Communication • Your equipment requirements will have been entered in a briefing or design system, such as ADB, CodeBook or perhaps simply using spreadsheets. E-Quip can read this information. • This information must then be passed to your purchasing system. E-Quip can export this information. • The items you buy must eventually be registered on your asset-management system. E-Quip can automatically create these assets on Optim EMS, or can export them to other systems. • You will probably raise jobs on Optim EMS to decommission transferred assets, and commission new equipment. E-Quip can automatically create these jobs on Optim EMS. • You may have lists of equipment models, equipment categories & suppliers in your purchasing or asset-management systems. E-Quip can read these.

14. Nomenclature Mapping • Different nomenclatures are used throughout the process: • This is important when deciding what can be transferred • “MON001 Patient Monitor” • “Vital signs monitor” • “Monitor, physiological parameter” • “1-G-08-05 MULTI-PARA TRANSPORT MONITOR: - NIBP,SAO2,ECG,TEMP,IBP” Are these all the same thing? • The “granularity” of locations is finer in design systems than it is in asset-management systems: • An asset-management system might record an asset as being in “Ward 3”, regardless of where it actually is within Ward 3.

15. Process Management • E-Quip provides an “at-a-glance” status view of an entire project • What has been ordered, delivered, commissioned etc. • Comparisons with target dates for • Tendering • Ordering • Delivery • Decommissioning (of transferred assets) • Commissioning • Sign-Off

16. Equipping – “Virtual” Procurement • Carried out in advance (possibly several years) of actual procurement • Normally performed for financial analytical purposes • Preparation of a PFI or managed services bid • Predicts an approximate cost (based on current prices) and provides a justification for that cost • Moves from generic to specific, but would not normally result in tenders or orders being raised • i.e. Nothing will actually be purchased • Allows “what-if” scenario planning • What will be the likely cost if we choose high-end Philips monitoring, mid-range infusion devices and low-end Wolverson X-Ray?

17. Core Data Types • Domains • Local: data held somewhere on your LAN • Remote: data located on any E-Quip system, anywhere in the world, via the Internet • Categories • Structured equipment descriptions • Generic Specifications • A manufacturer-independent description of device functionality. Tenders are normally based on generic specifications • Models • A manufacturer-specific item of equipment • Model Options • Additional manufacturer-specific equipment that extends the basic functionality of a model • Suppliers

18. Project-Specific Data • Equipment List (BOQ) • The heart of the system • Initially a list of what you need • Ends up as a list of what you have • E-Quip is all about managing that transition • Briefed Equipment • Provides the link to ADB, Hiltron, CodeBook etc. • Assets • Provides the link to an asset-management system (Optim EMS) • Asset Pools • For assets that you have lots of (beds, outlets etc) • Tenders, Quotations, Orders, Deliveries • Manages the purchasing process

19. Cross-Project Data • EMS Models • Can be imported from your asset-management system • Belong to either a single project, or all projects. • Used when creating new assets on Optim EMS • EMS Locations • Asset-management locations can be less-specific than design locations

20. The BOQ - at the Heart of E-Quip • The left-hand side of this screen is the most generic, while the left-hand side is the most specific. E-Quip is all about completing the right-hand side of this screen

21. A BOQ in Various Stages • At the end of the process you will have purchased (or transferred) everything on this list, and assets will have been created in your asset-management system, optionally with jobs raised to commission new equipment and to decommission transferred items • This screen gives you an “at-a-glance” overview of the current state of the entire project