Integra E-Quip
Integrating the design, procurement
& asset-management process
http://www.E-Quip.uk.net
The Procurement Process
Design & Briefing
The E-Quip
Gap
Asset-Management
Procurement
Inputs to the Process

a) BOQ’s – Lists of the equipment you need. These can
come from:

Briefing & design tools




Spreadsheets
b) Transfer Lists – Lists of existing equipment that can
be transferred. These can come from:

Asset-management tools




ADB
CodeBook, …
Optim EMS
EMAT, HECS, SEMS, …
Spreadsheets
You need to purchase (a - b)
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 assetmanagement system.
Transferred equipment must be updated in the assetmanagement system to reflect its new locations.
Decommissioning jobs must be raised for transferred
assets.
Commissioning jobs must be raised on new &
transferred assets.
The Challenge


None of these IT tools communicate with each other.
The nomenclature used at each stage is different for equipment &
locations:




At the design stage there are many locations, at the assetmanagement 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?


“MON013 – Patient Monitor”
Philips Medical Systems M8007A
Philips MP70
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. Communication

All of these systems need to talk to each other.



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:




The output of design is the input to procurement.
The output of procurement is the input to asset-management
Equipment
Models
Locations
4. Virtual Design:


Preparation of PFI bids and tenders.
Costing scenarios.
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:






Briefing & design systems are not the place for generic
specifications – unless you want thousands of “900-Series”
components.
2. Mapping Information



Suppliers
Equipment Models & Options
Equipment Categories
ADB/CodeBook components
Equipment
Locations
3. Key Dates, Targets & Deadlines
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.
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.

 It
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.
can read information from design, assetmanagement & 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.
 Equipment
 Locations
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
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!
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. EQuip can export this information.
The items you buy must eventually be registered on your assetmanagement 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 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.
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
Equipping – “Virtual” Procurement


Carried out in advance (possibly several years) of actual
procurement
Normally performed for financial analytical purposes



Moves from generic to specific, but would not normally result in
tenders or orders being raised


Preparation of a PFI or managed services bid
Predicts an approximate cost (based on current prices) and provides a
justification for that cost
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?
Core Data Types

Domains



Categories


A manufacturer-specific item of equipment
Model Options


A manufacturer-independent description of device functionality. Tenders
are normally based on generic specifications
Models


Structured equipment descriptions
Generic Specifications


Local: data held somewhere on your LAN
Remote: data located on any E-Quip system, anywhere in the world, via
the Internet
Additional manufacturer-specific equipment that extends the basic
functionality of a model
Suppliers
Project-Specific Data

Equipment List (BOQ)

The heart of the system




Provides the link to an asset-management system (Optim EMS)
Asset Pools


Provides the link to ADB, Hiltron, CodeBook etc.
Assets


E-Quip is all about managing that transition
Briefed Equipment


Initially a list of what you need
Ends up as a list of what you have
For assets that you have lots of (beds, outlets etc)
Tenders, Quotations, Orders, Deliveries

Manages the purchasing process
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
The BOQ - at the Heart of E-Quip

The left-hand side of this screen is the most generic, while the lefthand side is the most specific. E-Quip is all about completing the
right-hand side of this screen
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 assetmanagement 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