Case Study: Implementing Tabs CMMS & CAFM at Birmingham Women's and Children's Hospital

Introduction

Birmingham Women’s and Children’s Hospital (BWCH) is a premier healthcare institution in the UK, known for its specialised services in women’s and children’s health. To enhance its facilities management, BWCH selected Tabs FM as the preferred CAFM/CMMS supplier to replace its existing CAFM/CMMS system. This case study highlights the implementation process, focusing on project management, data management, bespoke development, and dedicated support.

Objectives

The primary objectives of implementing Tabs CMMS & CAFM at BWCH were to:

• Replace Existing Systems: Transition from outdated systems to a more efficient and integrated CAFM solution.
• Improve Data Management: Improve the quality of data held in the system to aid management reporting.
• Support Bespoke Development: Integrate SFG20 standards and apply custom software changes to meet the needs of BWCH.
• Provide Dedicated Support: Offer continuous support and a dedicated project manager for seamless operation.

Tabs FM was chosen as the preferred supplier due to their proven track record of working within the healthcare sector, systems functionality/capability and cost. The ability to provide a comprehensive and customisable system made Tabs FM the ideal choice for BWCH.

Implementation

Tabs FM brought extensive project management experience to the table, ensuring a well-coordinated implementation. Initial mobilisation meetings involved key stakeholders and detailed planning in relation to the systems workflow, data preparation and upload, rollout and end-user engagement.

BWCH identified data management as critical for the success of the implementation. There was a heavy focus on correct asset and planned maintenance data, where data templates were provided to BWCH and returned to the dedicated project team. The project team verified the data, suggested corrections and imported the data into a blank system. Engaging with BWCH along the way, changes were made to the data via custom technical queries.

Once the data was in the Tabs CMMS & CAFM system, system configuration could take place to design a workflow that suited the needs for BWCH. At which point the project team provided a guided overview of the system built and the functionality available.

Intensive User Acceptance Testing was undertaken by BWCH to verify that the system met the goals set in the sales process and initial project scoping. Any changes required to the system, be it data or configuration could be adjusted prior to formal training.

A custom training plan was provided and key end-users trained to super-user standards. This prompted further queries which the project team supported by applying further configuration and data corrections. Once BWCH were happy with the data, workflow and had sufficient understanding of the system the product could be rolled out in a Live environment.

Support

Post mobilisation Tabs FM provided consultancy and development support to bespoke the system to meet BWCH’s specific needs, including:

• SFG20 Integration: Incorporating SFG20 standards into the CAFM system to ensure compliance with industry best practices.
• Custom Software Changes: Developing custom features (such as reactive job duplication checks, push notifications for mobile apps, customisable mobile app fields to enhance the product), develop new reports to address the unique system outputs requirements of BWCH, enhancing the overall user experience.

Tabs FM commit to providing dedicated post-mobilisation support through Tabs FM centralised helpdesk monitored under agreed SLA’s, coupled with two-weekly account management meetings to review the system, provide practical advice, discuss new feature and discuss support future application use.

Conclusion

The successful implementation of Tabs CMMS & CAFM at Birmingham Women’s and Children’s Hospital has significantly improved their facilities management processes. With enhanced project management, data management, and bespoke development, BWCH have a robust application with key reporting outputs to assist in optimising their facilities. The dedicated support and care provided by Tabs FM has resulted in a fruitful and successful 10+ years client relationship.