Case Studies

NewYork-Presbyterian Hospital - Westchester Division
White Plains, New York

Situation
The Westchester Division is one of five centers that make up NewYork-Presbyterian Hospital. NewYork-Presbyterian Hospital is focused on providing a comprehensive range of healthcare solutions, and the Westchester Division is a major component of the hospital’s Department of Psychiatry.

The Westchester Division is a 304-bed, acute psychiatric facility overseen by the Department of Psychiatry of NewYork- Presbyterian Hospital/Weill Cornell Medical Center. Located in White Plains, the facility offers comprehensive inpatient, partial hospitalization, and outpatient services for patients suffering from mental illnesses, including addiction, eating, and psychotic disorders. The Westchester Division also conducts renowned clinical and research programs in geriatric psychiatry.

NewYork-Presbyterian Hospital realized that their existing computerized maintenance management system (CMMS) software was not meeting their needs and were looking for software that would provide more flexibility; that could be configured to match their existing workflow processes. They chose Gannett Fleming, Inc.’s Saber™ system to meet these requirements.

Challenges
NewYork-Presbyterian Hospital – Westchester Division is a Joint Commission on Accreditation of Healthcare Organizations (JCAHO) accredited facility that can be inspected at any time. It was crucial that the data be migrated seamlessly over to Saber to maintain full equipment and facility history. In addition, the daily operations of the hospital could not be affected by the conversion.

Solution
Gannett Fleming decided to convert the data on site to ensure that the conversion was flawless. This allowed the professionals of Gannett Fleming’s Facilities Management Group to monitor the conversion in real time, making sure that there were no gaps in the existing data, which had been in place since 2000. Programmers at Gannett Fleming were able to completely transfer the existing data from the previous CMMS system, including work order history, employee history, equipment history, preventive maintenance schedules, procedures, and history.

Saber was installed and the data from the old CMMS data was converted into Saber in just two hours. The total downtime for installation and conversion was less then three hours. After the initial installation and conversion, training was given to key personnel at the Westchester Division to familiarize them with Saber and to ensure that they were completely comfortable performing their normal daily tasks. Work orders were being generated by hospital personnel within two hours of installation and conversion. Because of this quick installation, conversion, and training, there was very little backlog of work. The previous work history was maintained and no data was lost during the migration from their previous CMMS.

Saber currently tracks 100 percent of preventive maintenance activities and compliance is monitored monthly. This data is used by the management staff to not only maintain JCAHO compliance, but also to justify existing manpower requirements.

The Saber installation and conversion was so successful that the Westchester Division has recently purchased and implemented the Saber Web Work Order Module. This helps to alleviate the volume of calls into the work control center by allowing remote users access to generate work requests via the internet. These users can also track the status of their requests using the Web Work Order Module of Saber.