Activating a new hospital involves carefully planned and coordinated activities. New Hospital Logistics Planning is at the core of a successful New Hospital Transition Plan. But what do we mean by “logistics”? Logistics, as it pertains to Hospital Transition Planning efforts, is the method of identifying, tracking and communicating interdependent tasks and activities through a set of controlled processes involving focused workgroups with well-defined roles and responsibilities.  Clear process guidelines and commitments by all stakeholders are critical in the planning, implementation, and coordination of the various responsibilities during the fit-up and occupancy periods of a hospital construction project.

Coordinating the logistics of a major hospital project can be a complicated, and potentially convoluted, effort.  This is further hindered by the fact that each workgroup may have different leadership, timelines and priorities.

In a traditional hospital reporting structure the following scenario is typical:

>     Director of IT reports to the CIO

>     Director of Facilities and Security reports to the VP of Support Services

>     Director of Purchasing reports to CFO

 This scenario works well during daily hospital operations. However, these operational assumptions used in the current facility may not be the best fit for the new hospital fit-up process. For example, IT generally develops their installation schedule independent of furniture and security (because they already exist in the current hospital); however, in the new building, IT must confirm that the furniture will be in place prior to their installation and security (or new locks) must be in place to avoid theft of the new devices. This creates the need for an integrated planning process with the coordination of schedules among various hospital departments and vendors. Because the fit-up period involves many stakeholders and hundreds of interdependent tasks, it is recommended that the transition team develop and manage a centralized schedule that includes key dates and milestones, in order to keep the project on track.

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