NHS Lanarkshire

Client – NHS Lanarkshire

Author - Joe Maleczek 

About the Hospital -

"NHS Lanarkshire is responsible for improving the health of more than 654,490 people living within the North and South Lanarkshire local authority areas. 

There are three district general hospitals in the area - University Hospital HairmyresUniversity Hospital Monklands and University Hospital Wishaw.

 

Each of these hospitals has an accident and emergency (A&E) department and provides a range of specialist medical and surgical services. Maternity services are based at University Hospital Wishaw.

 

Primary health care is provided in the community and includes general practitioners (GPs), dentists, pharmacists, health visitors and a wide range of health professionals.


NHS Lanarkshire's primary care facilities include health centres and community and day hospitals.

NHS Lanarkshire employs approximately 12,000 staff."

http://www.nhslanarkshire.org.uk

 

“We worked collaboratively with MASS on the legionella and DMT projects. The support provided has helped us define more effectively the operational solution. This was due to the application of their knowledge and experience in this field and applying it to our requirements." Maureen McGinn, Technical Services Manager

 

NHS Lanarkshire, the third largest health board in Scotland with an annual budget of approximately £1bn, is using ARCHIBUS computer-aided facilities management (CAFM) software and consultancy services, both supplied by MASS Information Systems, to help create an impressive, centralised and fully integrated management information system. The system will support over seventy properties within the organisation and its realisation is largely being achieved through the development of the CAFM system. Already, all planned tasks carried out by estates, property management, catering, portering and domestic services are organised and managed using the system, including planned preventative and corrective maintenance. Reactive and ad hoc tasks are also processed, through a web-based help desk.

 

Besides the web-based help desk, other major projects such as a Performance Monitoring System (PMS) have been implemented, with work well underway on developing an easy-to-use electronic Water Management system to replace paper-based methods. It will help manage the prevention of Legionnaires and other water-borne diseases and enhance operations by reducing bureaucracy and increasing efficacy through real-time reporting.

 

NHS Lanarkshire (NHSL) is justly proud of completing another important project, initiated by the Scottish Government Health Department, the Domestic Monitoring Tool (DMT). The DMT is a web-based IT  solution that all health boards in Scotland must use. The tool is aimed at monitoring and maintaining cleanliness standards. Scotland-wide, it ensures that health boards are able to prove that they are cleaning and monitoring their premises and equipment properly. To do this, all Boards use the NHS Scotland national cleaning services specification, its monitoring tool and an estates service performance reporting mechanism that demonstrates the maintenance of cleaning standards relating to building fabric, equipment and premises.

 

“As of now, we are the only health board in Scotland to have completely implemented not only the DMT but also the estates' element as well.“

 

 

 

NHSL implemented the DMT specification with consultancy support from MASS. “As of now, we are the only health board in Scotland to have completely implemented not only the DMT but also the estates' element as well. This provides us with a fully integrated management tool,” says Maureen McGinn, Technical Services Manager of the Technical Services Department, part of NHL's Property and Support Services Division (PSSD).

 

 

 

“It is one system that serves many purposes, which helps determine future asset investment through review of investment,”

 

Maureen continues: “We worked collaboratively with MASS on the legionella and DMT projects. The support provided has helped us define more effectively the operational solution. This was due to the application of their knowledge and experience in this field and applying it to our requirements. Together I believe we have innovated in an area where paperwork was king and come up with a solution that will make NHS Lanarkshire more effective in healthcare environmental cleanliness and statutory compliance.” ARCHIBUS software has enabled NHSL to not only manage day-to-day tasks, but also produce maintenance programmes, audit schedules, and condition surveys, and build asset and space management records. The facilities management (FM) system links operational goals to strategic objectives, helping to make more efficient the work of planning and reporting. “It is one system that serves many purposes, which helps determine future asset investment through review of investment,” says Maureen McGinn.

 

Expanding the whole CAFM system and implementing the above projects has been a considerable undertaking for Maureen and the technical services team. This expansion, she advises, is due to the vision and drive of David Browning, the general manager who heads up PSSD. He was brought in when in 2004, the newly devolved Scottish parliament abolished the many health trusts in Scotland. In their place, fourteen health boards were established.

 

“David had the vision and understanding of how important FM is in supporting the core business of clinical care. Additionally, he had the unenviable job of integrating the four separate Trusts and had to stop ‘Silo Operation creeping in’, where the hotel services department weren’t allowed to operate independently of the estates' team and the estates' department couldn’t operate independently of property and capital department.

 

 

 

   

“David had the vision and understanding of how important FM is in supporting the core business of clinical care. Additionally, he had the unenviable job of integrating the four separate Trusts"

 

 

 

“This was made more complex, as each of these departments had to merge, in addition to the higher level unification, from four different locations and bases. So the change was challenging for all. The true team working has been established, where the end game of an integrated solution is the objective,” she explains. 

The  change  was  an  essential  component  of  the 

 

whole business strategy as NHSL is a large organisation. Covering an area of 4,732 sq km it serves a population of more than 550,000 thousand people. The Board employs around 12,000 staff, 2000 of which work for PSSD, and is responsible for three acute hospitals, twelve community and day hospitals, and forty healthcare premises. With the Scottish Government’s structural changes, NHSL’s estates and facilities management department had to consolidate many separate IT systems and records. Most of the working methods generated mountains of paper. One of Maureen McGinn’s priorities has been to introduce paperless processing and with the help of MASS and the ARCHIBUS system she is succeeding.

 

For example, the Water Management system has a log book, recording specific key measurements and activities at seventy properties across the health board. This is now centralised and updated via web-based mobile devices used by technical staff, transforming masses of paper into an electronic repository, easily accessed and shared.

 

Overall and at every level, important benefits have been gained by NHSL. Performance Measurement and the Benchmarking information is now at management’s fingertips; allocation and planning of resources are more effective and minimises waste; holistic risk management is now a reality, and reporting has been standardised. Customer feedback is positive and PSSD has gained a reputation for excellent service.

 

By the end of 2015, the PSSD’s aim is to have, within its CAFM system, a complete adoption of web-based mobile devices to capture field data and streamline reporting. Apart from systems administration, a full transition to web-based operations will be made, using ARCHIBUS Web Central. Additionally, strategic dashboard reporting and continued replacement of paper-based systems by faster,  electronic processing are being mapped out as a strategic goal, as is the linkage to the Scottish Government Health Department’s Asset Management Strategic Tooling.

 





"The ARCHIBUS solution continues to be our product of choice, coupled to the excellent relationship with MASS Information Systems"






 

“We have had the inevitable teething problems like every project has, and we have worked our way through and resolved them as they arise. Issues have been very quickly resolved, minimising any delay to the project completion.  The ARCHIBUS solution continues to be our product of choice, coupled to the excellent relationship with MASS Information Systems. PSSD have been well supported, furthering the strength of our strategic partnership,” concludes Maureen McGinn.

 

We are interested in finding more case studies to write about and so if you, or your organisation, have a success story to tell then simply contact us on 0118 977 8560 or email us at news@mass-plc.com


Alternatively, if you wish to discuss or have any questions regarding this case study, please reach out to us.

 


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