HUB Flipbook Final

THE HUB - JULY 2026

THE COMPLETE GUIDE TO HOW WE DESIGN, BUILD, AND DELIVER

TABLE OF CONTENTS ORG CHART

03

PORTAL

04

DESIGN & CONSTRUCTION

05

MARKETING & STORYTELLING

06

ACTIVATION

07

PROCUREMENT

08

SET-UP

09

BILLING

10

Phillip Dopson PRESIDENT

Yvette Carr

Jasma Soden

EXECUTIVE ADMIN

OPERATIONS MANAGER

Mark Chiarletti

Erin Porter

Kristina Varnalis

DIRECTOR OF DESIGN & CONSTRUCTION

DIRECTOR OF DESIGN & CONSTRUCTION

DIRECTOR OF DESIGN & CONSTRUCTION

Glenn Bradley VICE PRESIDENT

Allison Daly-Saad

Jeff Frishman

DIRECTOR OF ACTIVATION

DIRECTOR OF PROCUREMENT

Kwesi Bannerman

Austin Sommer

Nova Witkoski

DIRECTOR OF DESIGN & CONSTRUCTION

DIRECTOR OF DESIGN & CONSTRUCTION

DIRECTOR OF DESIGN & CONSTRUCTION

PORTAL

PORTAL Our client portal provides a centralized hub for project information, communication, and key resources. Designed to improve visibility and collaboration, it gives teams real-time access to documents, timelines, approvals, and updates, keeping every stakeholder informed and aligned throughout the project.

CANCELLED

Receives an e-mail with reason for rejected/ cancelled request

SENIOR LIVING

REJECTED

REQUESTOR

Submits a request via the HUB engagement request PowerApps

Receives confirmation of request and reach out to the HUB director if needed

Populates HUB SharePoint list

Glenn B receives an email and is provided a link to review the request details in SharePoint

Approve/deny the request

SENIOR LIVING HUB REQUEST PROCESS

ACTIVE

Receives an e-mail with update notice that the request is now in progress

Receives an e-mail with update notice that the request is completed

Glenn assigns a HUB team member to the request

Assigned HUB team member verifies the completion of the project and has updated the status to completed

HUB team member(s) will receive an e-mail notifying them of a new assignment

Assigned HUB team member will update the project details as progress is made accordingly

End of request

CANCELLED

Receives an e-mail with reason for rejected/ cancelled request

SENIOR LIVING

REJECTED

REQUESTOR

Submits a request via the HUB engagement request PowerApps

Receives confirmation of request and reach out to the HUB director if needed

Populates HUB SharePoint list

Brian L receives an email and is provided a link to review the request details in SharePoint

Approve/deny the request

HEALTHCARE HUB REQUEST PROCESS

ACTIVE

Receives an e-mail with update notice that the request is now in progress

Receives an e-mail with update notice that the request is completed

Brian assigns a HUB team member to the request

Assigned HUB team member verifies the completion of the project and has updated the status to completed

HUB team member(s) will receive an e-mail notifying them of a new assignment

Assigned HUB team member will update the project details as progress is made accordingly

End of request

CREATIVE MARKETING & STORYTELLING REQUEST PROCESS

Approve/deny the request

Submits a request via MS FORMS called creative marketing & storytelling intake form

Glenn B receives an email and is provided a link to review the request details in PowerApps

Receives a thank you message and to reach out to the HUB director if needed

Populates HUB SharePoint list

EXTERNAL / INTERNAL REQUESTOR

SENIOR LIVING

Glenn assigns the request to Derek S

Derek S reviews the details of the request and assigns the request to a marketing team member if applicable

Derek S receives an email notifying him that a creative marketing & storytelling request has been assigned to him

Assigned marketing team member will update the project details as progress is made accordingly

Marketing team member receives an email notifying him that a creative marketing & storytelling request has been assigned to him

Assigned marketing team member verifies the completion of the project and has updated the status to completed

End of request

MARKETING

EXTERNAL EQUIPMENT PROCUREMENT HUB REQUEST PROCESS Submits a request via MS FORMS called the HUB engagement process – external

Populates HUB SharePoint list if the requestor has a valid email extension

Receives a thank you message and to reach out to the HUB director if needed

Glenn B receives an email and is provided a link to review the request details in SharePoint

Receives an e-mail with reason for rejected/ cancelled request

REJECTED CANCELLED

Approve/deny the request ACTIVE

Glenn assigns a HUB team member to the request

EXTERNAL / INTERNAL REQUESTOR

SENIOR

End of request

Assigned HUB team member verifies the completion of the project and has updated the status to completed

ONLY IF THE QUOTE REQUEST IS CD

Receive e-mail with update notice that the customer has placed an order and is provided details of the request

Assigned HUB team member will update the project details as progress is made accordingly

Jeff Frishman is notified of an equipment request and requested to develop a quote for budgeting purposes only SD/DD

Is the quote SD/DD or CD?

LIVING

CD

Receives an e-mail notifying them of an equipment request and to begin developing three quotes. The external requestor is cc’ed to the e-mail

MARKETING

DESIGN & CONSTRUCTION Our design services focus on environmental planning and operational performance, informed by stakeholder interviews, site evaluations, and data analysis. Every recommendation from layout and adjacencies to equipment placement and infrastructure is rooted in optimizing the space for real-world conditions.

COMPASS INVESTMENT If project is redesign and existing, coordinate site visit (as needed)

Internal kickoff call with RDO/ RVP (up to RDO discretion if culinary joins this). Define scope at this step

Determine how much of the investment will be allocated towards the project

If investment, proposal is to not be marked up

RDO/RVP coordinates kickoff call with client to introduce players, outline scope assumptions, establish timelines, and discuss budgets

Engage FS designer - obtain proposal

If there is already an established architect, set up a second kickoff with architect and RDO/RVP

If project is an existing redesign, coordinate site visit as needed

CLIENT FUNDED

For larger projects, provide ROM (rough order of magnitude) budget

Send signed proposal or PO to Jasma to file

Submit PO – typically through cost center to hit investment Get initial SD drawing and review with ops and CEC before reviewing with client

If client funded, mark proposal up 30%

Start schematic design with kickoff call to review scope and concepts

Submit PO — typically run through HUB cost center (68004) with markup

Send signed proposal or PO to Jasma to file

Capture comments and update drawings

RDO/RVP sets up client review call to gain approval before moving to DD

If there is an architect onboard, review and share CAD/Revit files with team for coordination

Onboard architect Project

After client approval and signoff, move to design development

Review with ops and CEC to identify specific equipment before tagging

Submit documents through Foodbuy bid process to obtain equipment and millwork pricing

Submit PO for foodservice equipment direct from dealer – get client signature on quote

SENIOR LIVING DESIGN & CONSTRUCTION

CLIENT respond/ coordinate responses for RFI’s and submittals

Onboard GC to get full construction cost and schedule

Get final client approval on costs and project Move to construction documentation phase after approval Project is submitted for permit

Once permit is issued, begin OAC meetings (weekly or biweekly)

Send costs to client for review and value engineer (VE) as necessary

If we are buying FS equipment, need client signature to issue PO

Respond/ coordinate responses for RFI’s and submittals

Project closeout / punch list

CLIENT PROJECT PRE-DEVELOPMENT PHASE PROGRAMMING Project request received in portal

Brian reviews scope

Request more information from requestor

Brian vets for funding and scope

Confirm with fixed assets on capital

Assign to design director

PROJECT STRUCTURAL SETUP

Design director setup project kickoff call

Design director assigns external design partner

Design director solicits design proposals

Start budget summary worksheet

Setup internal kickoff call with Brian + ops

Issue initial PO’s

Programming – due diligence, facility assessment

Jasma builds project on CM fee billing worksheet

Send proposal to Jasma to file in LLC MHC file

Design director creates fee proposal and submits to fixed assests

Begin initial concept design

Price check against budget

If over budget, return to design

Receive client approval

If in line with budget, move to more advanced schematic design

Review SD design with ops and discuss a client call

Setup initial client meeting

SCHEMATIC DESIGN PHASE

Receive client approval

HEALTHCARE DESIGN & CONSTRUCTION DESIGN PROCESS RESPOND

CONSTRUCTION ADMINISTRATION PHASE

Once permit is approved and issued, start kickoff and OAC calls

Project begins construction

Project closeout punch list

Respond to RFI’s and review submittals

CONSTRUCTION DOCUMENTATION PHASE

Move to design development

Move to construction documentation

Architect submits for permit

Review costing and award contract for GC

Update pricing and confirm it still meets client budget

If over budget, value engineer to budget

Get client approval

DESIGN DEVELOPMENT PHASE

Final approval for client

MARKETING & STORYTELLING We help communities define who they are and express it with clarity and intention. From brand foundations to digital experiences and on-site activations, every touchpoint is designed to work together, reinforcing a cohesive story that builds trust and strengthens connection.

CLIENT MARKETING

Request submitted via Email/ phone/ in person(internal or external)

Request submitted through website

Derek & Taylor review request - if valid, Taylor submits it to the HUB portal

Discovery call with client to determine scope

Request submitted through HUB portal (internal)

Glenn reviews request, forwards to Derek & Taylor

Discovery call with internal stakeholders

Proposal development (reviewed by Phillip, Agathe, & Davis)

Branding

Photo / video

Establish contract for ongoing support

New Client

Use full contract; Andrea sends to client after client signs, HUB executes

Contract development (proposal is sent to Andrea, The HUB legal)

External project kickoff call

Existing client

Use shortened contract; Andrea sends to client - after client signs, HUB executes

Get final client approval & close project

Menu templates

Website

Project execution

ACTIVATION The senior living industry continues to face critical staffing shortages and high turnover, particularly in foodservice and hospitality roles. The Hub’s Centralized Staffing Team (CST) helps improve retention by integrating dedicated support specialists, advanced tools, and focused training into the hiring process.

Request submitted via email / phone / in person (internal or external)

Smallwares

Request submitted through website form (external)

Glenn reviews request, forwards to Allison

Discovery call with client to determine scope

Request submitted through HUB portal (internal)

Glenn reviews request, forwards to Allison

Discovery call with internal stakeholders

Lookbooks and proposal created

by Allison and Glenn

SMALLWARES & CLIENT ACTIVATION

Uniforms

Client makes revisions and signed contract is executed

Branded collateral

Project execution

Close project and complete billing

PROCUREMENT We oversee the sourcing, specification, and coordination of furniture, smallwares, and equipment across every phase of a project. Our team evaluates options based on operational requirements, budget parameters, lead times, and lifecycle considerations to support reliable, cost-effective outcomes.

Submit HUB replacement portal (https:// compassequipmentguide.com/) for single quote, or send to Jeff if multiple bids are needed.”

Replacement equipement

Equipment for a project

Ensure you know who is paying the bill, so the dealer uses the right program (Compass pricing vs member pricing, and note external partners need to be at member pricing)

If not budgetary and is in DD phase, project submitted through HUB portal first (5 mins)

Once submitted through portal, if “stranger” Phillip runs a check with the Foodbuy member roster to ensure no conflicts (24 hours)

If conflict, we must decline to participate

If budgetary, send to Jeff directly for bid (budgetary bids usually take 1-2 weeks depending on project scope and size)

If no conflict, HUB user submits project bid intake form in Smartsheet AI portal- Note at this point it should be identified if Compass or member (5 mins)

Bids get sent out to the dealers chosen in the intake (at least 3 typically), if all required items are submitted in the intake (drawings, equipment schedule/specs, and 114000) it will be sent within 48 hours

All project bid questions are asked and answered in the Smartsheet portal, and project must be registered with Phillip for a CUS ID number if external (24 hours)

Jeff can also help optimize spec based on needs and contracts/ programs (1-5 days)

If external send to Jeff and CC Glenn, if Compass HUB team can enter

Bids typically are returned in approx. 2 weeks of bid packet being verified and sent out.

Is project budgetary?

PROCUREMENT EXTERNAL PROCESS

Once bids come back, export excel version of bid docs and download PDF’s.

Once bids come back, export excel version of bid docs and download PDF’s.

Once award decision for the project is made, the award must be made in Smartsheet by the HUB team.

Once award decision for the project is made, the award must be made in Smartsheet by the HUB team.

Change orders need to be sent to the HUB team member in charge of the project, if a Compass PO is used, wait until project has last change order to update Capex PO to final number. *Note invoice should be sent after first PO is ordered

PO and estimated VA loaded in external tracker

Once project is finalized, reconcile after 60 day in arrears reporting comes in to assure all VA is captured and reported.

WORKFORCE SOLUTIONS

Our set-up process ensures every engagement begins with the right structure in place. By coordinating project kick off calls to establish workflows, documentation, and operational requirements upfront, we create an organized framework that supports efficiency, accountability, and successful project delivery.

Submits project request to HUB portal

DISTRIBUTORS

FOODBUY

SENIOR LIVING

CUSTOMER

SCOOPS

START

Reviews project intake form

Validate not already a customer in Foodbuy system

Customer rejected

Inform Scopos can’t move forward

Customer approved

Submit project docs to Foodbuy bid desk

Foodbuy desk completes bid process & collects customer info

FOODBUY MEMBER SET-UP PROCESS

Review bids & provide to customer

Place order with distributors; distributors place orders with manufactures

Award bid

Receive bids from Foodbuy & provide to Scopos

2-4 weeks depending on project size

Inform Foodbuy bid team & member experience once award is given

Member experience sets up new customer & bid team logs

Time depends on order complexity

Product is delivered

Inform Foodbuy once customer places order

Foodbuy system informs distributor of new customer

Collects data

Reach out to customer

Supply America/ Johnson Lancaster report data & pay VA

Accounting pushes VA to sector

30 days after order is placed & invoice is created

NUTRITION ON DEMAND

BILLING Our billing process is built around accuracy, transparency, and efficiency.

From proposals and invoicing to purchase orders payment tracking and reporting, we provide clear financial documentation and responsive support, giving clients confidence and clarity at every stage of the engagement.

Morrison Healthcare

Design director submits monthly billing numbers to manager of operations

CCL

Billing numbers are added to the billing recap spreadsheet by design directors

Outside AR billing (68005) Morrison Healthcare outside AR

MHC Outside AR billing numbers are added to the billing recap spreadsheet

by VP or manager of operations

Invoices are created in eMorrison by VP or manager of operations

Internal/etransfer/ billing design, procurement, activation

Internal transfers monthly billing numbers are added to the billing recap spreadsheet by design directors

Manager of operations submits etransfers to appropriate cost center

Outside AR billing design, procurement, activation

Billing numbers are noted on the pipeline and path to revenue reports weekly by design directors

Sr. VP & VP confirms the numbers on pipeline and path to revenue reports

Investment billing

BILLING PROCESS

Manager of operations generates billing invoices

Billing numbers are added to the billing Recap spreadsheet by manager of operations

Manager of operations submits investment billing to fixed assets: billing invoices, along with the billing recap

Design directors generates billing invoices

Design directors upload invoices to the HUB billing folder, by year & PD

Manager of operations submits investment billing to fixed assets: billing invoices, along with the billing recap

Invoices are submitted to the appropriate vendor by manager of operations

Outside AR Billing (68005) Morrison Healthcare outside AR

Payment is due within 30 days

Client is set- up (if required) in eMorrison

Invoices are generated in eMorrison by VP

Invoices are sent to the client by manager of operations