2013 NPMA Spring Conference Value Through Professional Asset Management Managing Assets From Multiple Sub Organizations Ken Black, CPPM Texas Department of State Health Services

2013 NPMA Spring Conference Value Through Professional Asset Management Subjects covered include: o Organization structure o Choosing centralized or decentralized functions o Inventory methods o Who the key participants are This session will discuss the challenges and methods of managing assets at an entity’s sub organizations.

2013 NPMA Spring Conference Value Through Professional Asset Management What are sub organizations? o District & Region Offices o Field Sites & Clinics o Branch Campuses

2013 NPMA Spring Conference Value Through Professional Asset Management Organizational Structure (How’s the organization set up?) o Sub Organization Unit o Management Structure o Property Management Office (PMO)

2013 NPMA Spring Conference Value Through Professional Asset Management Sub Organization Unit o Structure o Size o Amount of Equipment o Location o Where to look for this information Org Charts Staff Lists

2013 NPMA Spring Conference Value Through Professional Asset Management Management Structure o Single or multiple levels of oversight o Location of management o Admin/support staff availability & duties o Where to look for this information Org Charts Staff Lists

2013 NPMA Spring Conference Value Through Professional Asset Management Property Management Office (PMO) o Responsible for property management function regardless of organization structure o Policies & Procedures o Grant & contract compliance o Centralized or decentralized Sub-level Property Administrators Availability of sub organization staff Risk

2013 NPMA Spring Conference Value Through Professional Asset Management Receiving Function o Centralized or decentralized? o Must consider these factors Organization structure and size Locations Level of urgency by users Equipment and resources available

2013 NPMA Spring Conference Value Through Professional Asset Management Centralized Receiving o Advantages Easier to standardize procedures Single point of entry for shipments Better control of identification & tagging o Disadvantages Longer turn-around time to user Higher overall shipping costs Items requiring special handling Timing of installation

2013 NPMA Spring Conference Value Through Professional Asset Management Decentralized Receiving o Advantages Shorter turn-around time to user Easier for special handling items o Disadvantages Higher facility and staff costs Less oversight of identification & tagging More Risk

2013 NPMA Spring Conference Value Through Professional Asset Management Inventory o Regulatory requirements o Methods o Available Staff o Timelines

2013 NPMA Spring Conference Value Through Professional Asset Management Regulatory Requirements o Levels State Federal Internal (agency policy) o Frequency Periodic Special Circumstances o Types of property included

2013 NPMA Spring Conference Value Through Professional Asset Management Methods, Available Staff & Timelines o Methods Barcode or RFID scanning Physical count Discovery tools (network pinging) o Available Staff How many required Central office or local o Timelines Be considerate of sub organization’s mission

2013 NPMA Spring Conference Value Through Professional Asset Management Key Participants o PMO Property Manager Property Administrators o Sub organization management District/region/branch directors Internal sub organization managers o Property Custodians o Users

2013 NPMA Spring Conference Value Through Professional Asset Management Managing Assets at DSHS Sub Organizations o Region Offices o State Hospitals o WIC sites and clinics

2013 NPMA Spring Conference Value Through Professional Asset Management Coordinated Program Support FTE: 7 HEALTH SERVICE REGION Regional Medical Director Physician II 5943 Position # Deputy Regional Director Director II 5944 Position # Family Health Services FTE: 2 Maternal & Child Health FTE: 2 Tobacco FTE: 1 Dental Health FTE: 2 CSHCN FTE: 15 Texas Health Steps FTE: 4 TB FTE: 7 Immunizations FTE: 17 STD/HIV FTE: 5 ERT FTE: 4 PHP FTE: 7 Communicable Disease Public Health Preparedness Community Health Services Specialized Health Social Services Environmental & Consumer Inspection FTE: 4 Zoonosis FTE: 3 Lubbock Office Canyon Office Both Rev. Date 02/2013

2013 NPMA Spring Conference Value Through Professional Asset Management Region Offices o Property Management Function Centralized No Property Administrator Single Property Coordinator (additional duty) Multiple Internal Managers (Custodians) o Inventory Periodic – Annual (April – June) Method  Barcode scanning – regional office  Physical verification – field sites/clinics o Receiving Function Decentralized (with exceptions)

2013 NPMA Spring Conference Value Through Professional Asset Management Superintendent  Assistant Superintendent  Chief Nurse Executive  Director Quality Management  Clinical Director  Financial Officer  - Business Office - Accounting - Switchboard - Reimbursements Food Services - Canteen Competency, Training & Development Plant Management - Maintenance - Housekeeping - Grounds Assistant Director of QM  - Security Joint Commission Compliance Quality Improvement Utilization Mgmt. Clinical Information Mgmt. Healthcare Analysis Reporting Team Medical Records - Transcription - Court Liaison - PALs - Coding Safety Workers Comp Psychiatry Services - Medical Staff Coordinator Medical Services - Medical Contractors - Dental Clinic - EEG/EKG - Medical Nutrition Therapy Director/Social Services  - Family Center Director/Psychology Director of Programs  *5 Director/Rehabilitation Therapies - Menendez Center - Animal Assisted Therapy - Client Worker Program - Peer Support Pharmacy Radiology Phlebotomy/Laboratory Pastoral Care Nursing Administration - Administrative Svcs. Coordinator Nurse Administrator of Acute Psychiatric Units - Nurse Managers > Admissions Dept. > Acute Units (K, L, 7) > Geriatric Unit > Medical Unit > Medical Clinic > ECT Service - Transportation Nurse Administrator of Specialty Psychiatric Units - Nurse Managers > Forensic (8) > Intensive Behavioral (H) > Intermediate Unit (6) > Child/Adolescent Unit > Acute Unit (5)  Nurse Shift Coordinators  Direct Care Training Assistants  Unit Clerks  Unit Secretarial Services TERRELL STATE HOSPITAL  - Indicates Executive Council Member * Numbers indicate Chain of Command in the absence of the Superintendent. Employee Services Coordinator Risk Management Director Community Relations Infection Control Client Rights Officer Special Projects Coordinator Work Schedule Administrators

2013 NPMA Spring Conference Value Through Professional Asset Management State Hospitals o Property Management Function Mixture of centralized and decentralized Hospital Property Administrator/Coordinator (FTE) Multiple Internal Managers (Custodians) o Inventory Periodic – Annual (January – June) Method  Barcode scanning o Receiving Function Decentralized (with exceptions)

2013 NPMA Spring Conference Value Through Professional Asset Management Nutrition Services Section Director WIC Local Agency (67) Director WIC Sites WIC Clinics WIC Local Agencies (550)

2013 NPMA Spring Conference Value Through Professional Asset Management WIC Sites & Clinics o Property Management Function Centralized WIC Property Administrator/Coordinator (FTE from PMO) Multiple Internal Managers (Custodians) o Inventory Periodic – Annual (May) Method  Physical verification  Backed by discovery tools o Receiving Function Centralized