Düsseldorf University Hospital Optimizing the administration of a university hospital. User Contribution CIDEON Software

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1 User Contribution CIDEON Software Düsseldorf University Hospital Optimizing the administration of a university hospital Visual Real Estate & Facility Management with SAP

2 2 3 Optimizing the administration of a university hospital Visual Real Estate & Facility Management with SAP Moving away from isolated solutions: This is the theme behind the Düsseldorf University Hospital s (UKD) move to a hospital-wide solution for computer-aided facility management (CAFM) that is fully integrated in SAP. The challenge of this implementation is the broad scope of its functionality. And yet the new CIDEON system promises (only) central data storage, full integration of CAD data and independent enhancement. If you ve ever wondered what is involved in cleaning the rooms in a large building complex, just take a look at Düsseldorf. There are 22,000 rooms to clean in the Bilk district of the city. And many of them more than once a day and with varying degrees of intensity. A light cleaning suffices on the first pass: wiping down surfaces, window seats and doorknobs; later the floors and sanitary facilities must also be cleaned. At the Düsseldorf University Hospital, Overview of benefits: Central data storage for all specialties Long-term investment security Development, consulting & support from a single source Lower IT costs and effort Automated input of CAD data The surfaces to be cleaned total 375,000 m². Cleaning costs exceed 500,000 euros per month. Determining the expense per room and allocating it to two accounting areas and more than 1,500 cost centers requires 36,000 calculations. Monthly billing takes three whole nights to run but can be initiated basically with the press of a button. This is made possible by a computer-aided facility management (CAFM) solution based on SAP RE/FX, which CIDEON Software is rolling out in stages, thereby replacing an existing isolated application. We used to have to do a lot of work by hand: preparing files, exporting to Excel, having the comptroller process them and entering them in batches into SAP, reports Ulrich Dreiner. Expenses have been reduced by two-thirds and the calculations run automatically at night. Having been trained as a nurse and holding a bachelor s Around 48,000 inpatients and over 160,000 outpatient cases are treated at the Düsseldorf University Hospital each year. 29 clinics and polyclinics as well as 30 departments of Heinrich Heine University are concentrated in 60 buildings in which 6,000 employees work. Around 48,000 inpatients and over 160,000 outpatient cases are treated each year. There are nearly 1,200 beds in 800 patient rooms, 300 seminar rooms, 8,000 offices and 2,000 storage rooms and closets. degree in business administration, Dreiner, head of the logistics business unit, is well versed in daily practice. Cleaning is one of the most important tasks of his business unit. Not only billing but also personnel allocation is very complex due to the large number of combinations of service groups and cycles. Study rooms, for instance, are cleaned less frequently during semester breaks, or treatment rooms undergo an additional final cleaning if the patient had an infection.

3 4 35 The campus includes 60 buildings from free-standing offices to high rises. A total of 22,000 rooms house 29 individual clinics and polyclinics as well as 30 departments of the Heinrich Heine University Düsseldorf. CAD and ERP combined workflows using typical SAP logic, which employs stricter Today the department has its own zone plan with lists of perty, for building 13.51, 02 for the floor, and boundaries than the old application that was highly cus- traps, for instance, that are more than six weeks old as for the room. CIDEON developed this graphical navigation The new CAFM system accesses master data in SAP as tomized but very difficult to administer. well as monthly action items. This reduces potential errors system at the customer s request and realized its potential: the central data pool and maps the administration of the significantly. The head of the logistics business unit doesn t Today this drill down feature is part of the standard scope university hospital using graphics. The sole product CI- The departments will first have to become accustomed to use the standard, purely alphanumerical SAP navigation of Visual Real Estate & Facility Management with SAP. The DEON Software provides is the comprehensive integration the high degree of standardization, says Gunther Unger. University Hospital also intends to expand the use of dy- of CAD in SAP, which enables bidirectional data exchange. But that is the only way to ensure long-term protection of Düsseldorf University Hospital namic objects: parking lots, trash cans and benches can Users benefit from having floor plans that are always up to date without the need to convert data. That was the reason we chose CIDEON Software, recalls Gunther Unger, department manager for administrative systems and assistant manager for IT. We are concentrating on two core solutions: Medico for medical functions and SAP for administrative matters. The goal of the board decision was to cut costs and save resources. The existing, isolated CAFM system will thus be replaced. Because of the complexity involved, this will take place in several steps over the course of two years with an external CAFM consultant and comprehensive individual modifica- the investment and provide us with the freedom to further develop the solution ourselves. We have the requisite SAP know-how. Intuitive operation On the other hand, new possibilities for users abound, in particular as a result of AutoCAD integration which allows drawings from the user s own designs to flow directly into SAP. A separate document management application has been replaced by SAP DMS. In addition, system parts, equipment, etc. can be gra- Düsseldorf University Hospital stands for top performance in the fields of patient care, research and teaching. It is one of the most important medical centers in the region and the largest provider of inpatient and outpatient services in Düsseldorf with a complete range of medical specialties. About 48,000 inpatients and more than 160,000 outpatients are treated each year. The hospital grounds cover an area of approx. 400,000 m² (not including the preclinical departments housed on the campus). Together with the eleven teaching hospitals in the region, the clinics and departments at UKD ensure not only highly specialized patient care but also excellent training opportunities for around 3,000 medical students. easily be created, documented and managed using this feature. All the requisite plans are already available and always up to date. Being current without intermediate steps is a decisive advantage, says Ulrich Dreiner. Control and planning He uses the new solution s evaluation features not only to control daily operation but also for planning. In this way Ulrich Dreiner has used CIDEON Visual Reports for SAP to simulate the cleaning costs of a new building even before it went into operation. To do this he varied the different tions and enhancements. Area management for adminis- phically located using dynamic objects. One example is parameters, such as the number of beds in intensive care, tering room and area data went into operation in spring the virtual placement of pest control traps, which the user tree to reach the room where the new trap is to be set, but usage, combinations of service groups/cycles and the unit 2013, as did cleaning management; pest control and the simply drags into the appropriate room. rather clicks from the grounds map to the building and floor prices. Simulations like this lead to planning reliability, says tree registry were launched in fall The hazardous The trap is then visually indicated on the floor plan is incor- plan of the appropriate story and into the desired room, the logistics manager, who is considering playing through materials management, rental equipment administration, porated into the regular maintenance cycle. Depending on where he can call up the master data including notes on the effects of future optimizations efforts in the system. lock management and fire protection subprojects should the pest and room usage, traps may need to be checked equipment or linked documents. Because cleaning in a hospital with maximum care is an be operational by the end of the year. and replaced regularly. We used to keep paper lists for That s what I mean by intuitive operation, he emphasizes. extremely dynamic process. Not only that, the flexibility to Around 40 power users from various departments are each building, and occasionally we overlooked something, In SAP nomenclature the room would be assigned the be able to react to the changing framework conditions in supporting the implementation in particular in defining recalls Ulrich Dreiner. number , where 001 stands for the pro- health care has been increased.

4 6 73 The University Hospital maintains a tree registry in the form of a Web application realized by CIDEON to manage the approx 400,000 m² of public space with over 900 trees. Using equipment numbers of type T (as in TREE), the application aids in managing the labeling numbers or searches for characteristics. The tree is displayed on a navigable map; a graphics server, which pulls master data from SAP, administers relevant information, including regularly scheduled inspections and maintenance tasks. Surveys by external tree-care companies and pictures from various seasons are also linked in. That saves us a ton of paper printouts, says Ulrich Dreiner. The project team uses plain and simple real estate management At a glance Company: Challenge: Solution: UKD Universitätsklinikum Düsseldorf Düsseldorf Univeristy Hospital, Central Administrative Office Highly specialized CAFM solution with a broad spectrum of functions CIDEON Visual Real Estate & Facility Management with SAP At 400,000 m², the grounds, which are open to the public, boast more than 900 trees, which are efficiently managed in a tree registry. Outlook and summary Benefits: Full integration in SAP enables central data storage and automated evaluations that are also suitable for simulations. Greater transparency of costs, lower error ratio and graphically supported operation with AutoCAD data that are always up to date. CIDEON Consulting, workshops, requireservices: ment specifications, customization, development of individual modules/ functions, implementation, training to implement its hazardous materials management. While the current location of a hazardous material is assigned spatially in SAP RE/FX, the procurement process and documentation are administered using SAP Material Management (MM). Both ERP modules control optimized functionalities in order to track hazardous materials seamlessly in the University Hospital. Around 40 users in the University Hospital and its service subsidiaries use the CAFM solution intensively. Several hundred people occasionally access the solution with read-only permissions, in particular to view building and room drawings using graphic navigation, of course. FM WEB Suite by CIDEON, an innovative and user-friendly Web interface that makes selected features available even to non SAP users, will be available to more than 4,000 employees in the future. Operational testing is set to begin in fall We have already achieved a significantly higher degree of cost transparency, says Gunther Unger. And when all his colleagues are benefiting from the new building administration system, the two years of intensive project work will have paid off. I know of no other university hospital that is operating CAFM with SAP at such a high level of integration as we are. Corinna Scholz

5 Imprint Publisher: CIDEON Software GmbH Peterstrasse Görlitz, Germany Phone: +49 (0) [email protected] Photos: University Hospital Düsseldorf State: September 2013 Head Office: CIDEON Software GmbH Peterstrasse Görlitz, Germany Phone: +49 (0) [email protected] Other Offices: Düsseldorf Bautzen Stuttgart