Norfolk and Suffolk NHS Foundation Trust

Client – Norfolk and Suffolk NHS Foundation Trust

(When Case Study was written previously named  - Norfolk & Waveney Mental Health Partnership)

Author - Joe Maleczek 

About the Trust - 

"At Norfolk and Suffolk NHS Foundation Trust we provide mental health and learning disability services in Norfolk and Suffolk. At the Trust, we believe in recovery and wellbeing, and understand the importance of good physical health, maintaining relationships and achieving a balance between treatments and continuing an active life.


Service users and carers are at the centre of all aspects of our work and are vital in helping shape and support our service strategy. Our strategy supports and enables people with mental health problems, or who need to improve their wellbeing, to live a fulfilling life and make their personal recovery journey."


Health Partnership Maximises Cost Management

and Environmental Reporting 

“It has given Norfolk & Waveney a state of the art data system to understand and manage the provider’s £10,000,000 portfolio of owned properties,” - Jonathan Stewart, NWMHP

It is estimated by health care providers in the UK that one in ten people is suffering from poor mental health at any one time – over half a million people in the East of England alone. 


To address those needs in that part of the country, the Norfolk and Suffolk NHS Foundation Trust, a semi-independent Foundation Trust entity within the National Health Service (NHS), was formed in 1994 to serve those afflicted with mental/emotional problems or dealing with substance abuse.


Nearly 1,600 full and part-time practitioners care for Norfolk & Waveney’s clients in hospitals, in the community and in their own homes.


An additional 600+ staff provide non-clinical support services, including cleaning, catering, delivering supplies, ward administration and transportation services at the organisation’s 35 facilities, comprising a total of over 85,000m2, with an annual facilities budget of £9,500,000.



But manual processes and an obsolete Access database couldn’t provide the maintenance and cost information needed to operate efficiently and provide accurate reporting for the NHS. To improve service delivery and control operational costs, the organisation turned to the UK’s leading ARCHIBUS Business Partner, mass, to implement and develop a tailored solution to satisfy all of their FM requirements. 

“The old Access database did not contain comprehensive financial, space, and operational information on our real estate and facilities management programs and its reporting capabilities were just as limited,” says Norfolk & Waveney’s Strategic Estates Manager Jonathan Stewart. “There was also too much duplicate data and irrelevant information in our data files. That, combined with our cumbersome manual, paper-based processes created twice the work that was required to get anything done."


Project Objectives:

  • Automate manual business processes 
  • Replace antiquated Access database with one centralized, integrated and transparent system 
  • Access data and report over the Web
  • More efficient cost and environmental management
  • Automated reporting of NHS KPI’s.

“ARCHIBUS was selected because of its greater functionality and a more comprehensive solution set with the ability to easily integrate additional applications over time,” notes Stewart. “It also off superior price performance and the added assurance of
coming from two vendors with an established reputation.”


Just as important for reporting purposes, Mass had also developed the widely respected Healthcare Estates Module, the reporting capabilities of which integrated perfectly with the NHS’ Key Performance Indicator-based National Reporting Structures.


Within a four-month period following its winning bid, a range of

solutions developed by both mass and ARCHIBUS were
implemented to address Norfolk & Waveney’s requirements. These included Real Property and Lease, Space, and Building Operations Management applications. WEB CENTRAL was also a key part of the overall solution as well as Capital Budgeting, Overlay for AutoCAD, and NHS-customized mass Healthcare Estates and Environmental Modules.


The ARCHIBUS implementation by Mass has now created a centralised, Web-accessible, relational data repository for all real estate cost and space allocation and configuration information.


“It supports detailed, on-demand reporting capabilities for vastly improved analysis and decision support on space and budget allocation requirements, with cost information now available on a room by- room basis,” Stewart points out. “The system also provides greater accounting accuracy for departmental chargebacks and documenting costs of specific services, all of which enhances our ability to use NHS funds more effectively and cost-justify what we do. The latter is especially important because the justification process is more difficult in a mental healthcare environment than in the general health care sector.”

Integration and Automation Create New Opportunities

The level of integration with AutoCAD and other FM data management systems as well as the constantly expanding functionality and sheer scalability of ARCHIBUS will be a strategic asset to the mental healthcare
provider, believes Steward.


“It has given Norfolk & Waveney a state of the art data system to understand and manage the provider’s £10,000,000 portfolio of owned properties,” reports Stewart. “We now have a better understanding of the buildings and estates that are owned and are better positioned for future control of them.”


Business Benefits Resulting from the Partnership:


  • More accurate tracking of KPI’s 
  • Automation of Estates Return 
  • Information Collection (EMS Returns) for NHS compliance 
  • Increased transparency and access to data across the company
  • Better management of business risk
  • Greater control and reporting of key financial data for long-term project management.

Due to the huge number of reports ARCHIBUS can generate and the granularity of the data it can analyse, Norfolk & Waveney will be able to determine the costs of running specific buildings to understand and reduce the agency’s Total Cost of Occupancy.


“There’s now increased accessibility and transparency of data across the company which helps to identify issues and highlight areas for improvement,” adds Steward. “Our Risk Management Department, for example, is now able to identify risks and communicate them more effectively than we could with our old manual systems.”

The potential of the ARCHIBUS solution has become so well recognised that it has been expanded beyond its original objectives and has added the Capital Budgeting and Project Management applications.


Says Stewart, “We’re looking to roll out the solution as widely as possible.


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