Integra E-QuipIntegrating the design, procurement & asset-management processhttp://www.E-Quip.uk.net
The Procurement ProcessDesign & BriefingProcurementAsset-ManagementThe E-Quip Gap
Inputs to the Processa) BOQs Lists of the equipment you need. These can come from:Briefing & design toolsADBCodeBook, Spreadsheetsb) Transfer Lists Lists of existing equipment that can be transferred. These can come from:Asset-management toolsOptim EMSEMAT, HECS, SEMS, SpreadsheetsYou need to purchase (a - b)
OutputsEquipment 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.
The ChallengeNone of these IT tools communicate with each other.The nomenclature used at each stage is different for equipment & locations:MON013 Patient MonitorPhilips Medical Systems M8007APhilips MP70At 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, WCs, )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
What is Missing from the Picture?1. CommunicationAll 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-management2. Process ControlWhats happening, what should happen next, how are we doing?Deadline & Target ManagementProject phase completion dates.Target commissioning dates.Product lead-times.3. Nomenclature MappingDesign, procurement & asset-management will almost certainly use different names for:EquipmentModelsLocations4. Virtual Design:Preparation of PFI bids and tenders.Costing scenarios.
Supporting Data1. Procurement pivots around Generic Specifications.The basis for tendersSpecifications need to be linked to:SuppliersEquipment Models & OptionsEquipment CategoriesADB/CodeBook componentsBriefing & design systems are not the place for generic specifications unless you want thousands of 900-Series components.2. Mapping InformationEquipmentLocations3. Key Dates, Targets & DeadlinesIf systems are to communicate they need some common data:
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 MonitorYou buy (specific): a Philips MP70 and two modules: the M3001A multi-measurement server and the M1026A anaesthetic gas moduleA single generic item has become multiple specific itemsThis process will involve issuing tenders (linked to Generic Specifications), receiving & evaluating quotations, raising orders & accepting equipment deliveries.
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.
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.EquipmentLocations
What does E-Quip do?5.Virtual ProcurementEquipping scenario comparison.Automated model selection based on quality & suitability.6. It can assist in taking inventories of current assets:Do the inventory in Microsoft ExcelImport to E-QuipExport to Optim EMS
What it Doesnt 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 systemIt 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!
CommunicationYour 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.
Nomenclature MappingDifferent nomenclatures are used throughout the process:This is important when deciding what can be transferredMON001 Patient Monitor Vital signs monitorMonitor, physiological parameter1-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.
Process ManagementE-Quip provides an at-a-glance status view of an entire projectWhat has been ordered, delivered, commissioned etc.Comparisons with target dates forTenderingOrderingDeliveryDecommissioning (of transferred assets)CommissioningSign-Off
Equipping Virtual ProcurementCarried out in advance (possibly several years) of actual procurementNormally performed for financial analytical purposesPreparation of a PFI or managed services bidPredicts an approximate cost (based on current prices) and provides a justification for that costMoves from generic to specific, but would not normally result in tenders or orders being raisedi.e. Nothing will actually be purchasedAllows what-if scenario planningWhat will be the likely cost if we choose high-end Philips monitoring, mid-range infusion devices and low-end Wolverson X-Ray?
Core Data TypesDomainsLocal: data held somewhere on your LANRemote: data located on any E-Quip system, anywhere in the world, via the InternetCategoriesStructured equipment descriptionsGeneric SpecificationsA manufacturer-independent description of device functionality. Tenders are normally based on generic specificationsModelsA manufacturer-specific item of equipmentModel OptionsAdditional manufacturer-specific equipment that extends the basic functionality of a modelSuppliers
Project-Specific DataEquipment List (BOQ)The heart of the systemInitially a list of what you needEnds up as a list of what you haveE-Quip is all about managing that transitionBriefed EquipmentProvides the link to ADB, Hiltron, CodeBook etc.AssetsProvides the link to an asset-management system (Optim EMS)Asset PoolsFor assets that you have lots of (beds, outlets etc)Tenders, Quotations, Orders, DeliveriesManages the purchasing process
Cross-Project DataEMS ModelsCan be imported from your asset-management systemBelong to either a single project, or all projects.Used when creating new assets on Optim EMSEMS LocationsAsset-management locations can be less-specific than design locations
The BOQ - at the Heart of E-QuipThe 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
A BOQ in Various StagesAt 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 itemsThis screen gives you an at-a-glance overview of the current state of the entire project