CLIENT:
Lehigh Valley Health Network CASE STUDY
Bethlehem, PA
Understanding how physical assets are utilized can lead to better planning for future capital investments. In healthcare, utilization studies primarily focus on the locations where care is provided. Performing similar studies in operational support spaces can lead to better work environments that are built to accommodate the specific activity types observed, resulting in a facility that reflects the unique needs of the system.
CHALLENGE
EXECUTIVE SUMMARY
Lehigh Valley Health Network wanted to
Array performed a space utilization study for Lehigh Valley Health Network (LVHN)
determine how they were utilizing their
to determine their current utilization of different space types. Array’s Healthcare
system support spaces so they could
Systems Engineer studied nine floors, across two buildings for two weeks, performing
make more informed decisions around
a utilization assessment each weekday, in 90-minute increments. This schedule
their space needs.
allowed for five walk-throughs each day, resulting in 50 data points for each space included in the study. Collecting data at regular intervals throughout the day produced an objective dataset that portrays room utilization for each of the floors over a range of dates and times.
SOLUTION
The study provided LVHN with detailed information about how and how often they utilize their spaces. Armed with this knowledge, they are better prepared to make
Physical Asset Portfolio Analysis
decisions about what types of office spaces best suit their needs.
Using direct observation and data analysis, Array provided Lehigh Valley
Ove ra ll Obs e rve d Da ily S pa c e U tiliza tion by B uilding
Health Network with a concise space
160
utilization summary, which they could use
140
to make future decisions regarding capital
120
N umber of R ooms
investments.
100
138
115
133 118
114
121 113
112
108
111
103
115
113
103
109
108
108
96
94 90
80
Mack OCC
60
40
20
0
10/26/2015
10/27/2015
10/28/2015
10/29/2015
10/30/2015
11/2/2015
11/3/2015
11/4/2015
11/5/2015
11/6/2015
Da te
PROJECT HIGHLIGHTS
9
Floors Assessed For Utilization
4
Different Space Types Assessed
2
Buildings Assessed; 1 new, 1 existing
CLIENT PROFILE Lehigh Valley Health Network Bethlehem, PA
Utilization Assessment A number of factors can influence perceived utilization of any space. Individuals might believe that a space has a high utilization rate if the space is never available when they are interested in using it. Facilities directors could randomly audit the use
Lehigh Valley Health Network, a non-profit
of available spaces and determine that there are too many available rooms. LVHN
organization, is among the nation’s
determined that they could use a utilization assessment, performed by a neutral
most-respected health networks. Offering
third-party, to avoid some of the misconceptions.
comprehensive care in 95 clinical
Array performed the space utilization study across two consecutive weeks. During
specialties, it’s the system’s vision to provide its constituents the best possible health care. lvhn.org
the study, we captured three different types of data: space type, occupancy level and activity type. Every day for two weeks, in 90-minute increments, Array’s Health Systems Engineer performed a survey of each of the floors in the study and captured each of the different data points.
Total Floor Utilization Over Time Total Floor Utilization Over Time 70
Capacity 8th-64
60
9th-57
Number of Rooms
50 40
6th-38 7th-36
30 20 10
10/26/2015
10/27/2015
10/28/2015
7th Floor
11/3/2015
11/4/2015
14:45
9:20
13:30
8:00
11/5/2015
10:30
14:45
9:15
13:30
8:00
10:30
14:45
9:15
13:30
8:00
10:30
14:35
9:15
13:30
8:00
11/2/2015 8th Floor
10:30
14:30
9:10
13:30
8:00
10:30
13:30
10/30/2015
6th Floor
15:00
9:15
12:20
8:00
10/29/2015
10:20
15:00
9:30
13:30
8:00
11:00
15:00
9:30
13:30
8:00
11:00
15:00
9:30
13:30
8:00
11:00
10:15
12:30
14:00
8:00
0
11/6/2015
9th Floor
Figure 1: Single building utilization (area) compared to capacity (line) by floor, indicated by different colors, throughout the study.
TOOL
Data Analysis The goal of a study such as this is turning data into information so that
Space Type Utilization OPEN 1.76%
2.16% 0.16%
FOCUS
3.76%
8.87% 0.24%
clients can use it to make strategic decisions. Therefore, the data analysis
Physical Asset Portfolio Analysis A health system’s portfolio is critical for successfully delivering its core mission: provide care for its constituents
portion of the project is critical. In this
12.87%
4.08%
case, the data analysis focused on
86.72 %
���� 1 Occupant ����2-5 Occupants ����6+ Occupants
whether staff used various types of spaces for their intended purpose.
and community. Understanding the
For example, four types of spaces made
condition, utility and value of each asset
up this study: drop-in, open use, focus
is an essential part of a comprehensive
and conference. An appropriate use
management strategy.
of space would be taking a phone call
DROP IN
CONFERENCE
13.47%
3.16%
13.16%
0.10%
13.57%
8.42%
24.74%
in a focus room. An inappropriate use of space might involve two individuals huddling in a large conference room. By analyzing the spaces and staff used them, Array was able to provide LVHN with the information they need to make strategic decisions about their assets and future capital investments.
Page 2 | Case Study
Figure 2: Overall space type utilization for a single building. Gradient of colors gets lighter, indicating more people utilizing a space.
Overall Percent Utilization
Break 1%
Our core mission is the same as that of
77.89%
68.42%
71.05%
Drop In Huddle 1% 0%
Cell Phone 6%
Phone 11%
66.84%
67.37%
81.58%
78.95%
66.32%
68.95%
6TH FLOOR 66.45%
TRANSFORMATION
Utilized Room Activities
our clients: improve the quality of our work, increase our efficiency, and motivate
33.55%
33.68%
31.05%
21.05%
18.42%
32.63%
33.16%
28.95%
31.58%
22.11%
10/26/2015
10/27/2015
10/28/2015
10/29/2015
10/30/2015
11/2/2015
11/3/2015
11/4/2015
11/5/2015
11/6/2015
Laptops 25%
Yes
our staff to reach for success. At Array, we
No Technology 34%
are establishing a culture of continuous Laptops, Projector 10% Lunch 2%
No
improvement at all levels of our
Laptops, Phone 7%
organization. We seek to empower team members to be agents for good change.
Laptops, Projector, Phone 3%
Figure 3: Daily percent utilization of a single floor in one of the buildings studied (left). Specific activities occurring in utilized rooms on a single floor (right). Array used a number of different graphics to paint a picture of the space utilization in the two buildings that were part of this study. Some graphics displayed information about overall building utilization, such as those seen in Figures 1 and 2. We shared more specific information about individual floors using the graphs in Figures 3 and 4. Bringing all of this information together into a consolidated report format that included overall building utilization and a floor-by-floor analysis allowed LVHN to see general information about building utilization and detailed
We begin all endeavors by considering process before exploring solutions. Our team can guide your organization through pre-design, ensuring clear goal-setting; target outcomes; process analysis and design; and decision support. Our Lean-led approach to project definition provides a clear path to the right project before you begin to design.
assessments.
How can we get the most out of our physical assets?
Conclusion
An effective real estate and asset
This valuable study and the resulting data analysis highlighted key factors about how much space was available for future growth; the types of spaces that are
and utilization with projected service
performing a utilization assessment gave LVHN the tools necessary to make
and operational needs, or balancing the
knowledgeable, strategic decisions about their capital investments.
relative operating and valuation metrics of individual facilities, our team provides the
Space Utilization Rate
tools necessary to help you maximize your
38%
38% 28%
22%
22%
18%
14% 4% 1
assets portfolio’s performance.
58%
50% 34%
2
3
4
any healthcare organization’s long-term success. Whether aligning capacity
in demand; and the activities that occur most often. The information gained by
44%
management strategy is essential to
5
6
6% 7 1 Occupant
8
9
10
2-5 Occupants
11
10% 0% 12
13
20%
16%
Observation, Capacity and Utilization
0% 14
15
16
Tools used:
17
6+ Occupants
18
Assessment, Data Analysis, Data Visualization
Figure 4: Percent utilization graph (top) for each space defined on the floor plan (bottom). Yellow spaces are conference rooms, red are focus rooms and blue are common areas, such as bistro-style seating. Cast Study | Page 3
DISCOVERING YOUR HEALTHCARE SOLUTIONS TOGETHER We are innovators who specialize in the areas your system seeks out to leverage its valuable operational and facility resources. Array Advisors has the expertise and skills to reach beyond your milestones and provide you the decision support you need.
OUR SOLUTIONS
OUR SERVICES
We are dedicated to improvement.
How can we assist you?
Problem-solving and forward-thinking
We are Array Advisors, your trusted partners in Strategy Development, Organizational
individuals lead our efforts, which focus on your unique place in the healthcare delivery spectrum. Our knowledgeable staff can help you solve strategic business problems and develop a method to improve efficiency and utilization.
Transformation, and Facility Informatics. The challenges you face are not unique, but your solutions should be. Through a partnership of Strategy and Transformation we help you achieve and sustain. Our process begins by understanding your current operations and clearly defining your system’s goals before generating options. We employ a variety of integrated methods tailored to your strategic challenges, such as process mapping; operational planning; and healthcare real estate portfolio optimization, to help position your organization for future success.
MEET YOUR ADVISORS
Informatics Building Information Model management (BIM) is an enabler of most other technology trends in the Architecture, Engineering, Construction, Operations (AECO) industry, including but not limited to: sustainable design, offsite fabrication, LEAN construction, and energy efficient operations. Carefully considering how best to leverage virtual/digital representations of physical buildings can provide significant returns on innovation throughout the entire lifecycle of your facilities.
Strategy The need for healthcare real estate portfolio optimization has never been greater. With the acceleration in mergers and acquisitions, as well as the evolution of clinical models, healthcare organizations must continuously evaluate their physical assets and maximize the value they derive from them.
Transformation Transformation and lean methods are very useful when focusing on operational process improvement. By bringing all constituents together and giving them the tools to experiment and test new ideas, current state barriers can be identified and transcended.
ARRAY-ADVISORS.COM
Published: JULY 2016