Developing User Accepted Asset Management Networks and Processes Bob Mahaney, CPPS Mgr, Program Accounting & Finance MD Anderson Cancer Center

Who is in the room? New member this year? First NES

Who else is in the room? Type of Business – University – Contract Property/Federal – State/Local Government – Private

The Cornbread Inquiry Customer – Every time I get cornbread, it’s hard as a rock. – Even when they put out a new pan. – Who can change the way cornbread is prepared?

The Cornbread Inquiry Manager – Senior Executive Chef investigated. – Kept in the steam well to say warm. – Warmth makes it dry and hard. – Solution – Keep out heat, stays moist.

The Cornbread Inquiry Don’t be the cornbread manager. Taste the cornbread occasionally. If you don’t like it, they won’t like it.

Learning Objectives Developing user acceptance. Using property awareness to increase Asset Management (AM) support. Improving compliance with rewards and recognition.

Developing User Acceptance Create collaborative opportunities. – Make training a two-way event. Build time for listening to feedback. Education is the training goal, not telling. – Involve users in policy and procedure development

Developing User Acceptance One important collaborative note. – Not everyone wins. Participants will just feel better. Feeling better is good.

Using Property Awareness to Increase AM Support Works for users. Their managers. Upper Management

Improving Compliance with Rewards and Recognition Time to … – Time to reward the overacheivers. – Time to encourage the average Joe or Jill. – Identify the Needs Improvement Groups

Where does user acceptance start? Creating of a formal AM network. Setting compliance expectations.

Creating Formal AM Network Creating of a formal AM network. – Agency Head/Company President – Property Executive (Vice Presidents or Executive VP’s) – Property Administrator – Property Manager – Property Officer

Creating Formal AM Network Agency Head/Company President – Ultimate responsibility for assets. – Designates a Property Manager for entity.

Creating Formal AM Network Property Executive (Vice Presidents or Executive VP’s). – Oversight and enforcement of institutional policies and procedures. – Receive reports from Property Manager

Creating Formal AM Network Property Administrator. – Responsibility for accountability and control of assets at a division or department level. – Responsibilities continue throughout asset life cycle.

Creating Formal AM Network Property Manager. – Duties include development, implementation, and monitoring institutional policies and procedures. – Coordinated annual physical inventory.

Creating Formal AM Network Property Officer. – Responsibility is to physically account for all assets in their division/department. – Annual physical inventory. – All asset transactions in their area.

Setting Compliance Expectations If you do not set compliance expectations…. – no one will know if they are meeting them. – This is important.

Annual Training Classes Annual training class for AM Network. – Work to make this a mandatory class. Property Administrators Property Officers Document attendance. – Share results with management. Design class to match AM Network roles.

Communicate Importance Communicate the importance of their work. – To their manager. – To their department. – To the institution.

AM Support Thrives on Property Awareness Three levels of property awareness. – Institutional – Departmental – Employee

Institutional Property Awareness Equipment Compliance Committee. – Create one. – Set formal meeting dates – Set agenda to meet AM needs.

Equipment Compliance Committee Committee structure. – CFO or CEO as sponsor. – Appoint members from all critical areas. Academic, Patient Care, Research, Operations, and, most of all, IT.

Committee Structure (contd) Limit membership to higher level managers or above. – Need influential members. – Need members with oversight for material amounts of assets or data.

Committee Business Support compliance with AM Policies. Provide departmental feedback on AM issues.

All Awareness Levels Host themed events – eWaste recycling for employees – Re-distribute unused, surplus office supplies at institutional events. Employees like free stuff, just saying. Estimate and report savings generated. Report savings to committee.

All Awareness Levels Publish AM news. – Institutional publications. – Develop quarterly news letter for AM network.

Recognition and Reward Three facts of workplace life. – All employees like to be recognized. – All employees like to be rewarded. – Employees will work hard for free pizza or ice cream.

Recognition Develop recognition criteria for individual employees and departments. – First scan percentage. – Highest percentage of located inventory. – Highest percentage of previously missing assets located.

Recognition Who should you recognize? – Property Officer – Property Administrator Why? – Property Officer is your right hand person in the field. – Property Administrator supports efforts of Property Officer.

Recognition How can you recognize their efforts? – to one-up. – Certificate of appreciation. – Invite them to present their winning techniques at your chapter meeting or next training class.

Rewards Who should you recognize? – Property Officer – Property Administrator Why? – Property Officer is your right hand person in the field. – Property Administrator supports efforts of Property Officer.

Departmental Rewards Develop criteria for reward. The reward – Pizza parties rock. – Ice cream treats are cool. Include members from Equipment Compliance Committee in the party.

Property Officer Rewards Develop criteria for reward. The reward – Take them to lunch, if possible. – to one-up. – Small gift certificate. Include a member from Equipment Compliance Committee, if possible.

Recognition and Rewards Develop criteria that supports your compliance issues. Follow through with recognition and rewards. Make it a big deal for the employee.

Questions?