DATA HANDOVER FOR HEALTHCARE FACILITIES MANAGEMENT

Dr. Allan D. Chasey, Program Chair, achasey@asu.edu

Arundhati Ghosh, Graduate Research Assistant, aghosh9@asu.edu

Del E Webb School of Construction,

Arizona State University, Tempe, AZ, USA

Outline

• The Problem

• The FM-Technology-Data-BIM Vision

• BIM+FM: Combining the data

• Why Healthcare?

• Research Method

• Objectives and Methods

• Information Model

• Communication Model

• Conclusions

Background

Business Function

o Lower operating costs & manage life-cycle costs

o Optimize performance, maintain environment quality

o Enhance productivity by generating cost savings

while adding strategic value to the organization

Success of a FM team

o Making informed decisions

o Availability of accurate and up to date information

o Knowledge of the current operations

Inefficiencies caused by

o Numerous channels, networks, levels, and formats of communication

o Absence of a well-integrated information management system

o Late involvement of the FM at the front end

o Lack of documentation of FM needs based on daily processes

$4.8 billion for information verification and validation

$613 million to transfer the data to a single usable

communication format

$6.9 billion on interoperability

$1.5 billion on information delays and 'idle-time' of employees

due to the unavailability of 'as-is' information

Gallaher, M. P., Connor, A. C., Dettbarn, J. L., & Gilday, L. T. (2004), Cost Analysis of Inadequate

Interoperability in the U . S . Capital Facilities Industry, National Institute of Standards and

Technology Gaithersburg, Maryland.

The FM-technology Vision

The FM-data Vision

Foster, B. (2012), Transitions to Operations, BIMForum Tacoma, Seattle, Retrieved from

http://bimforum.org/wp-content/uploads/2012/10/Transition-to-Operations.pdf on December 12, 2012

By using a shared information management and simulation system like BIM, it is hoped that these problems can be mitigated. However, in order to

marry the technical and organizational processes into an accurate database

management system, the attributes of the information that is required must first be addressed.

SYSTEM

People

Data

BIM

Process

The FM-BIM Vision

‘Throughout the processes of conceptual design to facility handover, a lot of data is

created; however, not all of it is useful in the later stages’ (Yu 1998)

BIM + FM – combining the data

Executive

Manager

Technician

What information is needed by the

Owner at the levels of - How does this information

impacts or is impacted by the

Communication

Network

What is the information that a Facility Manager/Technician needs

and how they need it at the moment of decision?

Similar to other advanced technology facilities, healthcare architecture is a myriad of critical

systems (including medical gases, chemicals, radioactive elements), structures, hazardous wastes,

environmental conditions, risk and safety factors.

Owners of healthcare facilities typically tend to own, operate and maintain their facilities and are

usually fast to get on board with the use of advanced project delivery

techniques for the design, construction and maintenance of their complex projects (Lavy 2010).

The dependency of human lives on the skilled staff (doctors, nurses and specialists) and

the infrastructure systems that support daily operations makes the services critical in nature

mandating dedicated research.

Additionally, a healthcare facility supports large numbers of people (patients, doctors,

staff, and visitors), numerous medical equipments, and a fast developing technology.

The decisions made up front affect the medical outcomes, capital

expenditures and operational expenditures.

Why Healthcare?

Research Method

Phase 1: JOB-SHADOW • Will utilize the “Information Model” to structure questions

for person being shadowed/observed.

• Will also develop a communication model identifying the

attributes of information exchange between people.

Phase 2: PROCESS MODELING • Develop Process models for the cases studied.

• Identify patterns

• Develop a proposed framework based on the cases.

Phase 3: FOCUS GROUPS • Meet with Focus groups within healthcare

(design/construction/procurement/operations) to identify

specific needs that can refine the framework.

Phase 4: VALIDATION

1. Study the current process in an

existing Healthcare facility to identify

patterns of data usage and information

exchange.

2. Identify information needs of the

end user - when they need it, the way they

need it and why they need it. (Decision support)

3. Develop a method for transition of

information from Design and Construction

to Operations. (Re-evaluate data handover

methods)

4. Develop a method for O&M

knowledge feedback to the previous

phases of the Lifecycle.

Objectives Methods

Information Model Maintenance

Activities (Routine/Preventive

/Unscheduled)

UNDERLYING GOALS to be IDENTIFIED

Needs / Requirements

(in an ideal process)

Actions taken

(in the current process)

Results

(of the current process)

PH

AS

ES

Investigation

(for a Work

Order)

What - info. required What - action taken for finding the

info? Other departments

consulted/affected

How - format (digital, paper,

2D, 3D, CAD, BIM)

Why?

Time taken -

Where - location of data (folder

structure, hard drive, CD’s,

room)

Execution

(Repair/Maint

enance)

Was the problem solved? If NO,

then answer the following -

Y/N What - action taken to solve/mitigate

the problem? (prioritize)

Does it solve the problem or more

information is required?

What - info. was missing Why?

What - extra info. required Time taken -

How - format it is needed

(digital, paper, 2D, 3D, CAD,

BIM)

Why?

Close-out

What - data is entered

back into the system?

Why? What - people or

departments is this info

critical for?

Why?

What - format in which

the data is updated?

Does it solve more

than one problem?

Y/N

What - Data required / Data Collection Why - Contextual Information How - Method of Collection / User Interface

Maintenance

Activities (Routine/Preventive

/Unscheduled)

PURPOSE UNDERLYING GOALS to be IDENTIFIED

Needs / Requirements

(in an ideal process)

Actions taken

(in the current process)

Results

(of the current process)

PH

AS

ES

Investigation

(for a Work

Order)

Availability of the information Link to communication model

Level of Detail

Accessibility of the information

Execution

(Repair/Maint

enance)

Identify gaps in the process Process Mapping

Identify gaps in the process

Availability of the information

Availability of the information

Representation of information and

issues related to format

Identifying BIM vs non-BIM information

Close-out

Process Mapping

Process Mapping

Link to communication model

Representation of information

Link to communication model

Process Mapping

Communication Model

Final Goal

The end goal is to develop

a visual framework

for the information

collection, which can

be stored in an

interactive data

management

system.

Conclusions The vision for an Intelligent Healthcare Facility Model can be achieved if the

intent of the information use by the Facility Management personnel is

communicated to the previous phases of the lifecycle.

• Cotts, D.G., Roper, K.O., Payant, R., (August 2009), The Facility Management Handbook, (Third edition) New York: AMACOM Publishing.

• Shohet, I.M. & Lavy, S. (2004), “Healthcare facilities management: state of the art review”, Facilities, Vol. 22 No. 7/8, pp. 210-220.

• Lucas, J., Bulbul, T., & Thabet, W. (2011), “A lifecycle framework for using BIM in Healthcare Facility Management”, CIB W78-W102 2011:

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Facilities Industry, National Institute of Standards and Technology Gaithersburg, Maryland.

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Computing Congress 98, American Society for Civil Engineers (ASVE), Boston.

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References

Questions?

Thank You!