Shepherd Asset Management

(SAM)Team 2: The Digitization of Medical

Asset Tracking

1

This is us● GLOCO, Inc. - Information Technology and

Communication (ICT) Innovation Labs

● Specialization: digital asset management solutions for the healthcare industry

● Product: Shepherd Asset Management (SAM) ecosystem○ Fully integrated hardware, software and

analytic IoT platform for asset tracking

2

The team

Daryl Greer Gurinder VirdiJames Byars

★ Business Strategist

★ Devise and design

★ Not really paying attention

Heidi Kerbassi

★ Architect

★ Provides

Sarcasm-as-a-Service

★ 2 out of 3 stars

★ Business Analyst

★ Translates English to

English

★ Devil’s advocate in boring

meetings

★ Technical Guru

★ Gets the problems fixed

★ Solves tricky ID 10-T

problems

★ Researcher

★ Explore and experiment

★ Love to rotate things in a

circle

Rosalin Lun

3

Piloting at Harvard Ext Hospital● Medium sized hospital

○ 300 beds, major medical depts○ Above average shrinkage cost○ Below average equipment utilization

rates○ Initiative to reduce costs and

achieve operational excellence● Mobile medical equipment (EKG,

ultrasound, infusion pumps)○ No formal location policy○ Easily stolen

4

Overall phased implementation @ HEH

Phase 3: Floors 3-5

Equipment: EKG, infusion pump, ultrasoundUsers: 375Timeline: July 2019

3

Phase 4: All mobile devices

Equipment: All mobile medical devices >= $500

Users: 600Timeline: Oct 2019

4

Phase 1: Internal medicine clinic only

Equipment: EKG, infusion pump, ultrasoundUsers: 100Timeline: Jan 2019* Only the clinic is located on Floor 1

1

Phase 2: Floor 2

Equipment: EKG, infusion pump, ultrasoundUsers: 125

Timeline: April 2019

2

5

Business context

6

The problems today● Medical staff

○ Searching for equipment○ Longer wait times for patient care

● Hospital administration○ Equipment is under-utilized○ Loss and theft

7

Business context - Medical care staff - Before

Nurse/care staff Portable ultrasound

Ask peers

Walk the floors

8

Business administration staff - Before

Large equipment

replacement expenses

TheftDetermine locations for

usage

AdministrationStaffLow equipment

ROI

9

Our solutions for tomorrow● Medical staff

○ Immediately locate valuable medical equipment

○ Increase customer satisfaction and employee productivity

● Hospital administration○ Decrease unused equipment○ Increase utilization of existing

equipment○ Decrease premature replacement costs

10

Business context - Medical care staff - After

Nurse/care staffPortable

ultrasound

Battery Bluetooth LE tag

11

Business administration staff - After

High equipment ROI

12

Administration Staff

Real Time Asset Management

Web Application

Catch Thieves in Action

Ensure equipment inventory is trackable

Shepherd Asset Management (SAM) Suite

NETWORKED RECEIVERS

Fixed location

LOW ENERGY TAGS

Bluetooth LE

Small footprint

Usage indicator

CLOUD APPLICATION

Web

Mobile

ANALYTICS

Web

Mobile

13

Business administration feature list● Manage equipment inventory and location status● Track equipment usage vs. idle status● Display analytics dashboards for decision making● Send automated reporting● Alert notifications for equipment moved beyond a

physical perimeter

14

Business benefit justification

Benefit Measurement

Reduce the time wasted searching for valuable medical equipment in a hospital.

Staff spends less time searching and more time on patient care and administration

Increase utilization of existing equipment and reduce unused equipment

Percentage of time equipment is in use as provided by tracking device

Prevent loss and theft Annual cost of equipment replacement due to shrinkage

15

Technical Specification & Prototype

16

Deployment architecture diagram

17

Component connector diagram

18

User interface

19

Clinical staff: My dashboard view

Asset location, reservations & maintenance

Reports & analytics

20

Clinical staff: floor map

Locating assets

Reserving assets

Tag maintenance

21

Clinical staff: list view

Locating assets

Reserving assets

Tag maintenance

22

Administration view

System setup, maintenance

Location & alerts

Reports & analytics

23

SAM: Analytics solution

24

Analytic products

UTILIZATION

Maximize

equipment value

and usage

INVENTORY STATUS

Equipment type &

availability

ALERTS

Theft &

Equipment

notifications

EQUIPMENT LOCATION

Location

Availability

25

Collecting & reporting results

Create report and export to

XLSX

● SAM application is collecting data in real time

● Business administrators can generate and

export reports on demand

○ Canned, preset reports

○ Customized reports via filters and sorting

● User satisfaction surveys will capture sentiment

and usage experience data

26

User enablement

27

User acceptance

28

UAT Sessions:

● Session 1: Clinical Staff

● Session 2: Hospital Administrators

● Session 3: HEH IT

Plan for user rollout

Deliverable Timeline

Communication Months 1 - 9

User Access Month 7 - 8

User Acceptance Months 8 - 9

Knowledge Transfer/Training Months 8 - 9

Daily Work Process Change Month 9

29

Operationalization

30

Operationalization design

Governance, Service Catalog, and SLAs

Description SLA

SAM application page load Time < 1.25 sec

SAM ecosystem failure Mean time to repair (MTTR) < 4 hrs

SAM application feature failure Mean time to repair (MTTR) < 24 hrs

Quality of data delivery Real-time data accuracy <= 15 sec delay

31

Operationalization process

32

Infrastructure operations

33

Success metrics

34

Success metrics

35

Success Metric Current Expected

Reduce time to locate medical equipment 30% 18%

Increase equipment utilization rate 45% 55%

Reduce incidences of equipment theft 20% 6%

On-time delivery of equipment to patient 65% 85%

Solution delivery roadmap

36

Phase 1: Pilot at HEH Internal Medicine dept.● Limited equipment

○ portable EKG machines, infusion pumps, and ultrasound machines

● Expected users: 100● Physically limited to the 1st floor

○ Limited to the Internal Medicine department for the duration of the pilot phase

● Implementation timeline: 9 months

37

Phase 1: Milestones

38

PREPARATION

Planning

Coordination

Success metric baseline

HARDWARE

Install:

Access points

Beacon/tags

SOFTWARE

HEH integrations

Wireless/network

On-premise SAM

Device software installation

GO LIVE!

Training

UAT

Go Live

Retrospective

Phase 1: Schedule of deliverables

Milestone 1: Preparation

Month 1 Month 2 Month 3

Milestone 2: Hardware

Month 4 Month 5

Month 6

Milestone 3: Software

Month 7 Month 8 Month 9

Milestone 4: Go Live!

Planning

Installation planning

Baseline SMInstall access pnts

Install tagsSAM app install

HEH Integrations

Client app installTraining

UAT

Go Live!

Retro review 39

Project risks

40

RiskLikelihood

Low Medium High

Impact

High 3 1 0

Medium 5 0 0

Low 0 0 0

Project risks

41

Risk Impact Likelihood Mitigation Plan

Beacon theft/damage/loss High LowTags have an attachment sensor that is capable of detecting removal/ tampering. SAM application provides beacon monitoring and notifications for beacon presence.

Access point floor plan coverage High Medium HEH IT to install additional access point or modify the access point

signal configurations options based on Mist recommendations

User adoption and process change resistance Medium Low

The Gloco consulting team has a well-established training methodology for SAM ecosystem rollouts built from best-practice training and feedback. HEH super users and user success stories will champion/encourage SAM adoption.

Promoting SAM

Three cheers for

SAM!

● SAM business governance team will create

user success and benefits stories published on

the HEH intranet portal

● Positive reinforcement methods to encourage

early adopters (gift cards)

● Coaching and peer support via super users for

late adopters/resistance

42

Post go-live next steps

Phase 3: Floors 3-5

Equipment: EKG, infusion pump, ultrasoundUsers: 375Timeline: July 2019

3

Phase 4: All mobile devices

Equipment: All mobile medical devices >= $500

Users: 600Timeline: Oct 2019

4

Phase 1: Internal medicine clinic only

Equipment: EKG, infusion pump, ultrasoundUsers: 100Timeline: Jan 2019* Only the clinic is located on Floor 1

1

Phase 2: Floor 2

Equipment: EKG, infusion pump, ultrasoundUsers: 125

Timeline: April 2019

2

43

44

REDUCE INCREASE

PREVENT

Shepherd Asset

Management