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

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Integra E-Quip. Integrating the design, procurement & asset-management process. http://www.E-Quip.uk.net. The Procurement Process. The E-Quip Gap. Design & Briefing. Procurement. Asset-Management. Inputs to the Process. a) BOQ’s – Lists of the equipment you need. These can come from: - PowerPoint PPT Presentation

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Page 1: Integra E-Quip

Integra E-Quip

Integrating the design, procurement & asset-management process

http://www.E-Quip.uk.net

Page 2: Integra E-Quip

The Procurement Process

Design & Briefing Procurement

Asset-Management

The E-Quip Gap

Page 3: Integra E-Quip

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)

Page 4: Integra E-Quip

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.

Page 5: Integra E-Quip

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

Page 6: Integra E-Quip

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.

Page 7: Integra E-Quip

Supporting 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

If systems are to communicate they need some common data:

Page 8: Integra E-Quip

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.

Page 9: Integra E-Quip

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.

Page 10: Integra E-Quip

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

Page 11: Integra E-Quip

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

Page 12: Integra E-Quip

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!

Page 13: Integra E-Quip

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.

Page 14: Integra E-Quip

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.

Page 15: Integra E-Quip

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

Page 16: Integra E-Quip

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?

Page 17: Integra E-Quip

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

Page 18: Integra E-Quip

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

Page 19: Integra E-Quip

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

Page 20: Integra E-Quip

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

Page 21: Integra E-Quip

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