Düsseldorf University Hospital: Solid Foundation for Optimal Facility Management from SAP and CIDEON

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1 SAP Customer Success Story Healthcare Düsseldorf University Hospital 2015 SAP SE or an SAP affiliate company. All rights reserved. Düsseldorf University Hospital: Solid Foundation for Optimal Facility Management from SAP and CIDEON Partner

2 Organization Düsseldorf University Hospital Location Düsseldorf, Germany Industry, products, and services Healthcare patient care, research, and teaching Web site SAP solutions Computer-aided facility management based on the SAP Real Estate Management application Partner CIDEON GmbH & Co. KG ( Flexible facility management system supports top-tier hospital In the heart of the state capital of North Rhine-Westphalia, Düsseldorf University Hospital has been delivering first-class performance in the areas of patient care, research, and teaching for over 100 years. Its new facility management system is the first of its kind among German university hospitals in terms of its flexibility, cost transparency, and depth of integration. It is supported by a solution based on SAP software from SAP partner CIDEON. Düsseldorf University Hospital is one of the most important medical centers in the region. This maximumcare hospital consists of 25 clinics, 4 dental polyclinics, and more than 30 institutes and departments and currently has more than 1,400 planned beds. Its network of nationally and internationally renowned experts guarantees the highest standards in all modern medical disciplines, supported by collaboration with universities both in Germany and abroad. The Heinrich Heine University currently provides training for around 3,000 medical students. With a staff of around 5,700, Düsseldorf University Hospital is one of the largest employers in the city. It employs 1,500 staff in nursing, 400 in various functional units, 110 professors, more than 700 doctors to provide medical care, around 450 medical technical assistants, and a further 450 employees in other related professions. In addition, around 1,600 employees work in administrative, technical, supply, and other roles. Read more 2 / SAP SE or an SAP affiliate company. All rights reserved.

3 No future for an isolated solution Düsseldorf University Hospital houses a total of 29 clinics and polyclinics as well as 30 institutes of the Heinrich Heine University in 60 buildings. In fiscal year 2013 the hospital treated around 47,300 inpatients and more than 167,000 outpatients. It has 800 patient rooms, 300 seminar rooms, 8,000 offices, and 2,000 storerooms. In all, some 22,000 rooms with a total floor area of 375,000 square meters have to be cleaned according to different criteria. This requires precise resource planning that takes the elaborate combination of service groups and rotations into account. Cleaning costs amount to more than 6 million each year. Around 36,000 computing operations are required each month to determine the cleaning costs for all of these rooms and assign them among two company codes and around 1,500 cost centers. The IT system that the hospital had been using was an externally managed, isolated solution that generated a significant administrative workload and was no longer able to keep pace with today s wide-ranging requirements. Therefore, the board decided in 2012 to replace the old system. It chose to gradually introduce a new comprehensive solution that was fully integrated into the business IT landscape and could be centrally operated, supported, and developed from the hospital s own computer center. 22,000 rooms Requiring specialized cleaning 3 / SAP SE or an SAP affiliate company. All rights reserved.

4 , consulting, and support from a single source Düsseldorf University Hospital uses SAP solutions for its business IT requirements and Medico for its medical functions. So it was an obvious choice to use a solution based on SAP software for facility maintenance also. We wanted high-quality software, long-term investment protection, and guaranteed access to future innovations, comments Ulrich Dreiner, head of logistics at the hospital, when explaining why the SAP software based CIDEON solution was selected. Based in Görlitz, Germany, CIDEON GmbH & Co. KG is an SAP software solution and technology partner with SAP Recognized Expertise in the SAP Product Lifecycle Management application in Germany and has many years of experience in SAP software and engineering environments. It was an ideal solution partner to help fulfill the hospital s main requirements: Support for end-to-end processes without integration gaps Central data storage for all departments Complete integration of CAD data Abolition of paper lists with consequent reduction in error rate Reduced billing effort Improved planning and control Cost and resource savings Operations and support in the hospital s own computer center Open and scalable software Our goal was to map all of our real estate processes in an integrated manner and to save costs and resources in the long term. Ulrich Dreiner, Head of Logistics, Düsseldorf University Hospital 4 / SAP SE or an SAP affiliate company. All rights reserved.

5 Modern, integrated, and cost-transparent solution for CAFM Thanks to the new company-wide solution for computeraided facility management (CAFM) that is currently being implemented, time-consuming activities such as monthly billing have become a thing of the past. Due to the size and complexity of the project, the new solution has been implemented with external consulting support and in a step-by-step manner: Space management for management of room and space data, cleaning management, pest control, and tree register (2013) Hazardous substance management, rental object management, key management, and fire protection (2014) The solution comprehensively maps the real estate processes of the hospital using the master data in the SAP Real Estate Management application as a central data pool. Processes in space management that had been largely manual and quite time-consuming from a billing perspective will now take place almost automatically. In addition, from now on, reporting for cleaning management will be provided by means of the connected data warehouse. The high degree of standardization offered by SAP provides Düsseldorf University Hospital with long-term investment security and places us in the comfortable position of being able to develop the solution further and adapt it to changing business conditions. Gunther Unger, Head of Business Systems and Deputy IT Manager, Düsseldorf University Hospital 5 / SAP SE or an SAP affiliate company. All rights reserved.

6 Flexible planning and control with complete integration A special feature of the new solution is the complete integration of CAD into the SAP software, which enables users to use floor plans without any associated conversion effort. This means that dynamic objects can be used to graphically locate system components, equipment, and so on. In the past, all CAD drawings had to be converted with external help and imported into the facility management database, which generated considerable costs. Plans were never up-to-date. Today, all changes to drawings are available in real time in the CAFM system, reports Gunther Unger, head of business systems and deputy IT manager at the hospital. The paper lists that the hospital used in the past, which were associated with a certain error rate, can now be abandoned completely. A graphical navigation system developed by CIDEON for the hospital is now a standard feature of the industry solution. In addition to controlling day-to-day operations, Ulrich Dreiner uses the extensive evaluation functions for planning for example, to simulate the cleaning costs for a new building before the building becomes operational. Düsseldorf University Hospital is also breaking new ground in maintaining a tree register. Now covering 900 trees, the register was designed in a Web-based environment and significantly reduces the effort involved in monitoring and maintaining the tree population. Seamless hazardous substance management is another key benefit; the location of a hazard substance can be assigned, as well as procurement processes and documentation. 6 / SAP SE or an SAP affiliate company. All rights reserved.

7 Düsseldorf University Hospital Employee workload lightened by more effective processes Does the new facility management solution deliver all that it promises? According to the project managers, the answer is a definite yes. Two years of intensive project work have paid off. In the final stage, the CIDEON suite with selected features will be available to lighten the daily workload of around 4,000 users. Operations began in the fall of 2013 with space management and cleaning management. Now rental object management, the tree register, and drawing management have also gone live. Further modules are currently in testing, and results are promising (15/05) 2015 SAP SE or an SAP affiliate company. All rights reserved. 7 / 7

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