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COMMERCIAL IN CONFIDENCE
E2 Digitizing task management for porters Mikkel Harbo Director, Healthcare, Service Logistics
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Digitizing task management for porters During this session I will share experiences in Aalborg University Hospital of digitizing the task management of portering work (implementing an automated dispatcherless porter task tracking system) in the last 4 years.
1. Aalborg University Hospital 2. The Task Management System 3. The implementation journey 4. How to get started
Contents
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April 2017: Tender process for a Automated Dispatcherless Porter Task Tracking System begins
July 2017: NHS National Services Scotland selects Systematic as Supplier.
Q1 2018: 1. Proof Of Concept at NHS Dumfries and Galloway
Q1 2018: 2. Proof Of Concept at NHS Grampian – Aberdeen Royal Infirmery
Background
Department of Logistics
Farsø 30 beds Hobro 50 beds
Aalborg North 165 beds
Aalborg South 500 beds
Aalborg University Hospital
Head of the Department of Logistics Logistics manager
Henrik Jensen Staff: 212
Operations managers Lars Esko
Bjarne Petersen Torben Johannesen
Staff: 160
Portering department Aalborg South
Staff: 106
Portering department Aalborg North
Staff: 27
Portering department Farsø
Staff: 10
Portering department Hobro
Staff: 12
Senior Chapel assistent Niels Ove Olsen
Chapel and Morgue Staff: 5
Department manager Lisbeth Nedergaard
Staff: 47
Reception and switchboard Aalborg South Aalborg North
Farsø Hobro
Staff: 24
Department of bed cleaning Aalborg South
Staff: 17
Department of equipment for aid and rehabilitation
Aalborg South Farsø Hobro Staff: 6
In total 212 staffmembers £9.500.000 per year
Department of Logistics
Task management and coordination
Food delivery at the hospital
Preparing equipment for surgery
Delivering equipment Delivering sterile equipment for surgery
Reception and switchboard
Transportation and preparation of
deceased patients
Cooperation with undertakers
Cleaning beds Waste management Team of instructors in occupational safety and
manhandling
Delivering and handling mail
Equipment maintenance
Transporting patients
Education and internship supervisors
Assisting smoke divers
Fire watch and firefighting
CPR Transferring patients and rehabilitation
Delivering food between hospitals
Delivering equipment between hospitals
Tasks and functions in the department of logistics
2010 2011 2011 December 2011
January 2012/ February 2013 2014
November 2015
December 2015
In cooperation with Systematic an analysis is made which indicates great opportunities for streamlining the service and logistics area at Aalborg University Hospital
Application for the project is sent to the ABT Foundation. – negative response
An application for an project is sent to the Innovation Fund Denmark
A positive response from the Innovation Fund Denmark
Startup on project – Pilot in operation from February 2013 in the Portering department at Aalborg South and 5 different sections at this hospital All tasks are received by phone and registered by the team coordinator
Startup on all departments and sections at Aalborg South
Startup on all departments and sections at Hobro
Startup on all departments and sections at Aalborg North
Timeline - Project
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Columna Service Logistics Task System
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1 to 1 communication
No transparency!
The challenge
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Task System
Transparency & Empowerment
Tasks
Simplicity Simplicity
The solution
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Intro to Task System
Requestor Order tasks
Edit / cancel tasks
Monitor tasks
Book | Start | Complete tasks
Register tasks
Reject tasks
Porter
Overview of tasks Porter staff room
Tasks
Manager Reporting Supervisor
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Task status
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Ward A
Ward A
Browser Client
Ward B
Ward B
Tasks
Overview
Manual assignment
Recurring tasks
Task list “A”
Task list “B”
Empowerment
Browser Client
Browser Client
Task list “C”
Supervisor
Nurse
Orderly
Other Systems
Task flow
2010 2011 2011 December 2011
January 2012/ February 2013 2014
November 2015
December 2015
In cooperation with Systematic an analysis is made which indicates great opportunities for streamlining the service and logistics area at Aalborg University Hospital
Application for the project is sent to the ABT Foundation. – negative response
An application for an project is sent to the Innovation Fund Denmark
A positive response from the Innovation Fund Denmark
Startup on project – Pilot in operation from February 2013 in the Portering department at Aalborg South and 5 different sections at this hospital All tasks are received by phone and registered by the team coordinator
Startup on all departments and sections at Aalborg South
Startup on all departments and sections at Hobro
Startup on all departments and sections at Aalborg North
Timeline - Project
Timeline – new management and changes in organisation
2015 2014
• Startup of new workplan and changes in organisation in the portering department Aalborg South
• Teams in the portering department is dissolved
• Individual agreements regarding restperiods and days off for porters
• Start-up and training of 21 assisting smoke divers
• Change in management: Now 2 operations managers and 2 coordinating managers
2013
Timeline – new management and changes in organisation
2016 2015 • Hobro and Farsø are integrated in Aalborg University Hospital
• New holidayplans is introduced to the portering department at Aalborg South
• The reception and switchboard is integrated to the department of logistics
• Change in management: Now 2 operations managers, 1 department manager and 2 coordinating managers
• Cleaning beds is integrated to the department of logistics
• Training of 21 assisting smokedivers
• 7 porters receive training in basic teaching skills in preparation to a new cooperation with the department of
work environment and wellbeing which is responsible for training of all medical staff at Aalborg University Hospital in occupational safety and basic manhandling
• Startup of a 4 week course for all porters at the fire departments school of firefighting and firesafety
• Team of porters at the operations department is created
• Course in communication for the staff in the reception and switchboard
2014
Timeline – new management and changes in organisation
2016 • Change in management: Now 3 operations managers and 1 department manager
• Optimizing workplans at Aalborg North, Hobro and Farsø
• Course for assisting smokedivers – brush up and maintenance
• Startup of transportation of food between hospitals
2015
Timeline
2017
• Still optimizing working hours schedules to suite hospital needs
• Course for all employees to be able to handle fire watch duty on wards when patient capacity has been exceeded
• Continuing upgrading and training our staff in cooperation with union
2016
12521
2178
13773
2176
11028
2101
13114
1983
11899
1940
13606
2438
11340
2013
13311
2240
15% increase in patient transports from 2015-2016
7% Increase in patient transfers from 2015-2016
Feb15 Feb16 Mar15 Mar16 Apr15 Apr16 Feb Mar Apr Jan15 Jan16 Jan
”Daily load”
Department of Logistics – Management Data 03
Changes in workplans
Before changes Working hours began at: • 7.00 • 7.30 • 7.45 • 8.00 • 9.06 • 14.24 • 15.00 • 16.30 • 23.45
”We are at work, when we are needed”
Now after the changes Working hours begins at: • 6.00 • 6.30 • 7.00 • 7.30 • 7.45 • 8.00 • 8.50 • 9.00 • 10.00 • 11.00 • 12.00 • 15.00 • 16.00 • 16.30 • 23.15
Aalborg estimate an increase in efficiency of 20%
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How to get started
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• Analysing processes • Configuring the solution • Training & documentation • Go live support
• Establishment of the technical environment • Installation & test of the solution • Mobile client setup (MDM) • Roll out of system links • AD integration
A standardised and well-proven concept for roll-out of the Task System
Implementation elements
Technical installation
Organisa-tional
roll out
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Implementation Timeline
Test
Onsite Virtuel
Infrastructure establishment
Cus
tom
er
Sys
tem
atic
Go Live
WEEK 1 4 16 8
Servers, Site2Site VPN, Service accounts, etc.
Overall project planning
Infrastructure approval
Backend installation
• Demo and train the trainer sessions
• Configuration workshop • Train the trainer
Device setup
Configuration
AD setup
• Task variables • Task rules • User roles • Locations • Processes
APK roll out Link distribution
Weekly status
Technical installation
Organisational roll out
Meetings Element
Training
Test
12
Technical kick off
UAT approval
SAT approval
COMMERCIAL IN CONFIDENCE
Come to exhibition stand 15 for a demonstration Contact information Jacob Christian Nygaard, +45 30 67 10 85, [email protected] Mikkel Harbo, +45 25 44 28 03, [email protected]
Thank you
