Hospital Topics

ISSN: 0018-5868 (Print) 1939-9278 (Online) Journal homepage: http://www.tandfonline.com/loi/vhos20

A Simplified Approach to Capital Project Planning: Worksheet increases communication, improves planning and helps contain costs Thomas E. Gregg To cite this article: Thomas E. Gregg (1979) A Simplified Approach to Capital Project Planning: Worksheet increases communication, improves planning and helps contain costs, Hospital Topics, 57:5, 14-37, DOI: 10.1080/00185868.1979.9954710 To link to this article: http://dx.doi.org/10.1080/00185868.1979.9954710

Published online: 13 Jul 2010.

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istorically, expansion, renovation, and new program implementation within health care facilities was accomplished with little effort devoted to systematic planning. Today, the National Health Planning and Resources Development Act requires health planning to be done at many levels, including the institutional level. Construction costs and interest rates are rising and consume a greater portion of institutional expenses. Institutional planning is now more formally recognized as a reponsibility of top management. The planning and implementation of a capital project requires input from all levels of responsibility in a hospital. A variety of information i s required by a number of sources and is used for many different purposes. The Project PlanningWorksheet was designed to coordinate the efforts and information needs of participants who share responsibility for planning and implementing a capital project. A primary attraction of the Worksheet i s that it i s flexible from two important standpoints. First, it can be used by many different people to stimulate their thinking and meet their information needs. Second, it easily can be accommodated

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BY THOMAS E. GREGG Thomas E. Gregg, currently holds the position of Advanced Fellowship i n Health Services Administration, American Hospital Association/Biue Cross and Blue Shield Association. He served his Administrative Residency with the Methodist Hospital of Indiana, and prior to that he was Public Health Analyst i n the Bureau of Health Planning and Resources Development, Department of Health Education and Welfare. Mr. Gregg holds a Post Master’s Graduote Degree in Health Care Administration from George Washington University, Washington, DC; a Master of Business Administration degree from Central Michigan University ond a Bachelor of Science degree; Malorpsychology, Minor-business administrotion, from Central Michigan University. He has co-authored several articles, the most recent, “Marketing Fast Becoming a Necessary Tool for Hospital Administrators,” Hospitals, JAHA, Voi. 53, No. 7, April 1, 1979.

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into other existing hospital planning and budgetary processes, and even enhances these processes. CASE HISTORY The Project Planning Worksheet i s a primary vehicle by which a proposed capital project enters the planning and budgeting system at Methodist Hospital of Indiana, Indianapolis. The format is designed to stimulate and guide the user toward an accurate accounting of the scope and definition of a project. It forces the user to think, in specific terms, what physical resources are necessary to accomplish the capital project. It reduces the chances for a project to greatly expand in terms of physical and financial demands. As a result, total resource requirements can be accurately forecasted.

The primary initiator of the worksheet is usually a department head, however, any person who is most familiar with the initial thinking behind the proposal can use it. This flexibility allows the administrators, the medical staff, and board members to understand early in the process, the scope of the project. It also allows for modification of the proposal to make it consistent with the realities of HOSPITAL TOPICS

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CAPITAL PROJECT PLANNUNG Worksheet increases communication, improves planning and hebs contain costs. w h a t can be a c c o m p l i s h e d and, as f a r as possible, meet the limit a t i o n s and r e q u i r e m e n t s of all the p a r t i c i p a n t s in the planning process. T h e worksheet perpetuates its usefulness in the s u b s e q u e n t e f f o r t s that come about as a p r o j e c t m o v e s toward implem e n t a t i o n . Architectural d r a w -

ings, budget estimates, pers o n n e l forecasts, and capital e x p e n d i t u r e review a p p l i c a t i o n s can all be accurately and e a s i l y a s s e m b l e d u s i n g the W o r k s h e e t information a s the initial uniform s t a t m e n t on what i s being planned. T h e w o r k s h e e t is viewed as

a method to improve communication among the many part i c i p a n t s in getting a c a p i t a l p r o j e c t initiated. It i s much easier and s a f e r for the part i c i p a n t s to work with written specifics, rather than a s s u m e everyone a g r e e s on p o i n t s that have not been talked out. 0

METHODIST HOSPITAL Project Title Department Project

#

Please Send Completed Copy To: 1. Vice President of your department 2. Vice President-Operations 3. Director, Maintenance and Facilities Engineering 4. Assistant Director, Facilities Planning PROJECT PLANNING WORKSHEET

0 The major cause of cost adjustments and delays to capital projects is usually because of a lack of adequate definition and scope of what is required. Annual construction and major maintenance programs are approved for a specific list of projects and at specified dollar levels. Later increases in individual project costs jeopardize the ability to execute each program as it was originally planned.

Therefore, t o more clearly define the scope of proposed projects for future construction and maintenance programs, and t o develop better initial cost estimates for the budgeting process, the following outline/worksheet has been developed t o stimulate and guide your thinking.

In addition, this worksheet will help you accumulate the information that must be included in the application t o the health systems agency for capital expenditure approval, if this is required.

If you have a presently identified requirement or are planning to request new construction or alterations, please review the outline/worksheet and provide as much information as possible on the items that are pertinent. continued on page 36 SEPTEMBER/ OCTOBER 1979

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A SIMPLIFIED APPROACH TO CAPITAL PROJECT PLANNING, Continued from page I5

If you have any questions regarding the applicability of certain sections or need clarifications on certain items, you should direct your queries to your Vice President.

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How To Use This Worksheet Item I should be legibly written or typed in space provided or on a separate sheet of paper, if more space is required, but generally should not exceed one page. Items II through VI should be answered by marking the appropriate response that accompanies each item. If you answer yes t o any of the items, briefly explain it in the space provided. Be sure t o reference the item you are explaining.

1. Brief Description Include the physical location (if the project involves moving t o a different location, how is the space currently being used and how will the space you are vacating be used?), the number of employees currently involved with the service, and any decreases or increases, inter and intra departmentally, that will result from the project.

II. Heating, Ventilation, Air Conditioning (HVAC) a. b. c. d. e. f. g. h.

Steam Ventilation Insulation Thermostatic controls Controlled humidity Positive (or negative) pressure differentials Special filtration (HEPA filters) or clean room environment Special fume exhausts

yesyesYes_ Yes_ Yes_ yesyesyes-

nonono-

nono-

nono-

no-

not surenot surenot surenot surenot surenot surenot surenot sure--

Comments:

111. Plumbing Will the project/equipment require: a. Special hot or chilled water availability b. Special sewage disposal capacity c. Addition of faucets, toilets, sinks and/or specialized fixtures d. Removal of existing plumbing fixtures e. Addition or removal of vacuum equipment f. Addition of distilled water/fixtures g. Addition or removal of special gas equipment (N20,02,etc.) h. Addition or removal of compressed air equipment

yesyesyesyesyesyesyesyes-

no-

no-

not surenot surenot surenot surenot surenot surenot surenot sure-

yesyes_

nono-

notsurenotsure-

yes_

no-

not sure-

yes_

no-

notsure-

nonononono-

no-

Comments: IV. Electrical a. Will special types or number of outlets be required (i.e,, three prong twist, etc.) b. Will any special lighting be required? c. Will any dedicated circuits (i.e., special power lines t o reduce stray impulses and interference) (generally needed for any equipment with computer type memory circuits)? d. Will an uninterrupted power supply be required (emergency power con nections?) 36

HOSPITAL TOPICS

e. Will any of the following special “load” requirements be necessary? (circle applicable items)

no-

not sure-

yesyesyes-

nono-

no-

notsurenotsurenotsure-

yes-

no-

notsure-

y e s yes-

nono-

notsurenotsure-_

y e s

y e r

nono-

notsure-notsure-

yesyes-

nono-

notsurenotsure-

yesyes-

nono-

notsure-.. not sure-

yes-

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This information is usually found in manufacturers’ specifications.

1. voltage ........................... 2. cycles ............................ 3. Amperes .......................... 4. Grounding .......................... 5. Phase ............................ 6. Other .............................

.a. 110 volts (normal) or b. 208 volts; or other? .a. 60,400 etc., or b. D.C. .Any unusually high equipment ratings. .a. 10 or b. 30

Comments:

V. Telephone/Communications a. Will the facilities require the Lamson Tube System (if it is not already present)? b. Will paging speakers be required? c. Will intercom equipment be required? d. Will computer terminals (VMT’s) and printers be required? If so, how many? Comments:

VI. General a. Will special floor, wall, or ceiling reinforcements be required because of radiation, heavy equipment, or vibration? b. Will there be noise reduction requirements, either internal or external? c. What special fire and safety hazards or precautions need t o be considered? d. Are there special security requirements? e. Will the finished project require any special housekeeping or maintenance support? f. Are there any special traffic flow considerations? g. Are there any special requirements of outside agencies such as JCAH, Board of Health, Fire Codes, etc.? h. Do you have manufacturer’s equipment literature (please attach copy)? i. Describe any special requirements not previously listed:

SEPTEMBER/ OCTOBER 1979

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A simplified approach to capital project planning.

Hospital Topics ISSN: 0018-5868 (Print) 1939-9278 (Online) Journal homepage: http://www.tandfonline.com/loi/vhos20 A Simplified Approach to Capital...
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