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2013 NPMA Spring ConferenceValue Through Professional Asset Management
Managing Assets FromMultiple Sub Organizations
Ken Black, CPPM
Texas Department of State Health Services
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Subjects covered include:
oOrganization structureoChoosing centralized or decentralized functionsoInventory methodsoWho the key participants are
This session will discuss the challenges and methods of managing assets at an entity’s sub organizations.
2013 NPMA Spring ConferenceValue Through Professional Asset Management
What are sub organizations?
o District & Region Officeso Field Sites & Clinicso Branch Campuses
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Organizational Structure(How’s the organization set up?)
o Sub Organization Unito Management Structureo Property Management Office (PMO)
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Sub Organization Unit
o Structureo Sizeo Amount of Equipmento Locationo Where to look for this information
• Org Charts• Staff Lists
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Management Structure
o Single or multiple levels of oversighto Location of managemento Admin/support staff availability & dutieso Where to look for this information
• Org Charts• Staff Lists
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Property Management Office (PMO)
o Responsible for property management function regardless of organization structure
o Policies & Procedureso Grant & contract complianceo Centralized or decentralized
• Sub-level Property Administrators• Availability of sub organization staff• Risk
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Receiving Function
o Centralized or decentralized?o Must consider these factors
• Organization structure and size
• Locations
• Level of urgency by users
• Equipment and resources available
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Centralized Receiving
o Advantages• Easier to standardize procedures• Single point of entry for shipments• Better control of identification & tagging
o Disadvantages• Longer turn-around time to user• Higher overall shipping costs• Items requiring special handling• Timing of installation
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Decentralized Receiving
o Advantages• Shorter turn-around time to user• Easier for special handling items
o Disadvantages• Higher facility and staff costs• Less oversight of identification & tagging• More Risk
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Inventory
o Regulatory requirementso Methodso Available Staffo Timelines
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Regulatory Requirements
o Levels• State• Federal• Internal (agency policy)
o Frequency• Periodic• Special Circumstances
o Types of property included
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Methods, Available Staff & Timelines
o Methods• Barcode or RFID scanning• Physical count• Discovery tools (network pinging)
o Available Staff• How many required• Central office or local
o Timelines• Be considerate of sub organization’s mission
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Key Participantso PMO
• Property Manager• Property Administrators
o Sub organization management• District/region/branch directors
• Internal sub organization managers
o Property Custodianso Users
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Managing Assets atDSHS Sub Organizations
o Region Officeso State Hospitalso WIC sites and clinics
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Coordinated Program SupportFTE: 7
HEALTH SERVICE REGIONRegional Medical Director
Physician II5943 Position #
Deputy Regional DirectorDirector II
5944 Position #
Family Health ServicesFTE: 2
Maternal & Child HealthFTE: 2
TobaccoFTE: 1
Dental HealthFTE: 2
CSHCNFTE: 15
Texas Health StepsFTE: 4
TBFTE: 7
ImmunizationsFTE: 17
STD/HIVFTE: 5
ERTFTE: 4
PHPFTE: 7
Communicable DiseasePublic Health Preparedness
Community Health ServicesSpecialized HealthSocial Services
Environmental & Consumer Inspection
FTE: 4
ZoonosisFTE: 3
Lubbock Office
Canyon Office
Both Rev. Date 02/2013
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Region Officeso Property Management Function
• Centralized
• No Property Administrator
• Single Property Coordinator (additional duty)
• Multiple Internal Managers (Custodians)o Inventory
• Periodic – Annual (April – June)
• Method Barcode scanning – regional office Physical verification – field sites/clinics
o Receiving Function
• Decentralized (with exceptions)
2013 NPMA Spring ConferenceValue Through Professional Asset Management
Superintendent
Assistant SuperintendentChief Nurse Executive Director
Quality Management Clinical Director
• Financial Officer - Business Office
- Accounting - Switchboard
- ReimbursementsFood Services
- Canteen Competency, Training
& Development• Plant Management
- Maintenance - Housekeeping
- Grounds
• Assistant Director of QM - Security
• Joint Commission Compliance• Quality Improvement• Utilization Mgmt.
• Clinical Information Mgmt.• Healthcare Analysis Reporting
Team• Medical Records
- Transcription - Court Liaison
- PALs - Coding • Safety
• Workers Comp
• Psychiatry Services - Medical Staff Coordinator
• Medical Services - Medical Contractors
- Dental Clinic - EEG/EKG
- Medical Nutrition Therapy• Director/Social Services
- Family Center• Director/Psychology
• Director of Programs *5• Director/Rehabilitation Therapies
- Menendez Center - Animal Assisted Therapy - Client Worker Program
- Peer Support• Pharmacy• Radiology
• Phlebotomy/Laboratory• Pastoral Care
• Nursing Administration - Administrative Svcs.
Coordinator• Nurse Administrator of Acute Psychiatric Units
- Nurse Managers > Admissions Dept.
> Acute Units (K, L, 7) > Geriatric Unit > Medical Unit
> Medical Clinic > ECT Service
- Transportation• Nurse Administrator of
Specialty Psychiatric Units - Nurse Managers > Forensic (8)
> Intensive Behavioral (H) > Intermediate Unit (6) > Child/Adolescent Unit
> Acute Unit (5) Nurse Shift Coordinators
Direct Care Training Assistants Unit Clerks
Unit Secretarial Services
TERRELL STATE HOSPITALTERRELL STATE HOSPITAL
- IndicatesExecutive Council Member
* Numbers indicate Chain of Command in the absence of the Superintendent.
Employee Services Coordinator Risk ManagementDirector Community Relations
Infection Control
Client Rights OfficerSpecial Projects Coordinator
Work Schedule Administrators
2013 NPMA Spring ConferenceValue Through Professional Asset Management
State Hospitals
o Property Management Function
• Mixture of centralized and decentralized
• Hospital Property Administrator/Coordinator (FTE)
• Multiple Internal Managers (Custodians)o Inventory
• Periodic – Annual (January – June)
• Method Barcode scanning
o Receiving Function
• Decentralized (with exceptions)
2013 NPMA Spring ConferenceValue Through Professional Asset Management
WIC Local Agencies
(550)
2013 NPMA Spring ConferenceValue Through Professional Asset Management
WIC Sites & Clinics
o Property Management Function
• Centralized
• WIC Property Administrator/Coordinator (FTE from PMO)
• Multiple Internal Managers (Custodians)o Inventory
• Periodic – Annual (May)
• Method Physical verification Backed by discovery tools
o Receiving Function
• Centralized
