Inventory and the application of client or industry equipment and space standards constitutes DEFINE.
The first stage of any assignment is INVENTORY.
These first three (3) screen shots are simply indicative of the process, a process and datafields that can easily be altered to fit individual client need.
We utilize our proprietary tablet app to conduct a physical site survey while simultaneously conducting an electronic comparison against existing client asset data.
In that most items of capital equipment should already be tagged in some manner, we utilize wireless barcode or RFID scanners to automatically input the tag number to our system where, if found in pre-loaded existing client databases, the remainder of the fields are populated. Each field is then adjusted or corrected to match site conditions. If no record is found of the item in any existing databases, a new tag is applied and the corresponding data recorded.
An important feature of the system is that multiple images are recorded in the system for each item for future reference.
Items are determined upon initial examination, and based upon found existing data, to be either Reusable, Marginal or Obsolete. This status is later revisited, as necessary, and adjusted based upon additional Clinical Engineering, Financial or Project Specific data received.
Location, dimensional, mounting type and utility data are also gathered relative to the item and existing site conditions. These data fields are created per specific project need. Additional, 'tabs' can be added as necessary.
The second stage of DEFINE is the development of project data and the application of client and / or industry standards.
The project is created in U.S.E.R. to include available funds, a percent contingency and target budget. These fields allow 'gaming' and 'what if' scenarios against the live data as the project develops. An average target percent discount is established which can also be 'gamed' against live data.
Project milestones are established to include the target date for final: request of RFP / RFQ's, Award, Purchase Order Issuance, Delivery and Installation. In other project modules the respective live dates of each item are tracked against these initial established project milestones. Reports are created tracking progress per item against these dates.
Often a project will have multiple funding sources for the acquisition of FF&E items. Herein we create a list of funding sources and the respective available funds in each source. Each item in the project is assigned to and tracked against a funding source.
The final step of DEFINE is the importation of the architect's space program and the application of space and equipment standards. Each room in the project space program is assigned a space and equipment standard and all relevant equipment data is directly imported to each space, thus creating the initial project equipment list.