Facility Management - What, Why, How

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HOSPITAL PLANNING

Facility Management - What, Why, How
Mr. Snehasis Mitra, Manager, Technical Services & Operations
Hospital Integrated Facility Management and Quality Auditor

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In Facility Management, service provider domain, geographical knowledge, availability of skill manpower and technology for process implementation, financial strength, both service provider and client mind set for acceptance of each other with equal respect are very important. It is just like a marriage between the two sides which benefits in different means where mutual understanding reigns between the two organizations not just limited to the individuals only. Secondly both should have the feeling of acceptance for each other which is an important factor. Transparent communication, data sharing, pre and post selection of service provider, clearly defined scope of work are some utmost important aspects.

Problems arise when both the side try to get profit out of each other instead of cooperation and mutual understanding. This is very common factor in Indian market. Trained staffs are not taken care of by both the parties properly due to sub vendor concept; this has a very long negative impact in service sector. Staff will be unable to find the confidence and comfort zone to work with which will directly affect the stability and reliability of oneself and downgrade the quality of work along with the environment of working.

Following documentations are required when time comes to take up the property by the service provider from the client after the service provider is selected by the client through a selection process:

1) Due Diligence,

2) Property Transition documents, including snag and condition of the asset and property

3) Personnel Transition,

4) Contract wise individual services transition,

5) Client and Service provider Escalation matrix ,

6) Vendor evaluation and selection for capital equipments and spares,

7) Stock list.

8) Statutory compliance documents and status.

9) Proper SLA ( Most of the client do not provide at the 1st time)

The time-lines for completion of complete transition phase takes place within maximum 3-4 weeks depending upon the size of the property. During transition most of the capital equipments need to be checked by the OEM if service reports and history are not available.

Now to avoid future complications, after outsourcing client should have a basic setup to control over day to day complete vendor system process documents such as MIS and System & Quality audit. The client should have to calculate compliances on the basis of the following area such as:

1) Critical asset and service failure,

2) Individual area wise under performance by the vendor,

3) Financial under performance and loss by vendor,

4) Poor knowledge sharing for increase productivity and quality performance.

Both the Soft services and Technical Services require the presence of an administrator who manages the administrative work is known as Facility Manager / Property Manager.

Facility Management is profitable for client as well as service provider if both follow the rules, transparency, acceptability, cooperation.

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