THE COMPLETE GUIDE TO HOW WE DESIGN, BUILD, AND DELIVER
ORG CHART
Chiarletti DIRECTOR OF DESIGN & CONSTRUCTION
EXECUTIVE ADMIN
Soden OPERATIONS MANAGER
Mark
Erin Porter DIRECTOR OF DESIGN & CONSTRUCTION
Kristina Varnalis DIRECTOR OF DESIGN & CONSTRUCTION
Phillip Dopson PRESIDENT
Yvette Carr
Jasma
OF ACTIVATION
DIRECTOR OF PROCUREMENT
DIRECTOR OF DESIGN & CONSTRUCTION
DIRECTOR OF DESIGN & CONSTRUCTION
Kwesi Bannerman
Austin Sommer
Nova Witkoski
DIRECTOR OF DESIGN & CONSTRUCTION
Glenn Bradley VICE PRESIDENT
Allison Daly-Saad DIRECTOR
Jeff Frishman
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.
REQUESTOR
Submits a request via the HUB engagement request PowerApps
Receives confirmation of request and reach out to the HUB director if needed
Receives an e-mail with reason for rejected/ cancelled request
CANCELLED
REJECTED
SENIOR LIVING
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
Receives an e-mail with update notice that the request is now in progress
Glenn assigns a HUB team member to the request
HUB team member(s) will receive an e-mail notifying them of a new assignment
SENIOR LIVING HUB REQUEST PROCESS
Receives an e-mail with update notice that the request is completed
Assigned HUB team member verifies the completion of the project and has updated the status to completed
End of request
Assigned HUB team member will update the project details as progress is made accordingly
REQUESTOR
Submits a request via the HUB engagement request PowerApps
Receives confirmation of request and reach out to the HUB director if needed
Receives an e-mail with reason for rejected/ cancelled request
CANCELLED
REJECTED
SENIOR LIVING
Populates HUB SharePoint list
Approve/deny the request
Brian L receives an email and is provided a link to review the request details in SharePoint
Receives an e-mail with update notice that the request is now in progress
Brian assigns a HUB team member to the request
HUB team member(s) will receive an e-mail notifying them of a new assignment
HEALTHCARE HUB REQUEST PROCESS
Receives an e-mail with update notice that the request is completed
Assigned HUB team member verifies the completion of the project and has updated the status to completed
End of request
Assigned HUB team member will update the project details as progress is made accordingly
CREATIVE MARKETING & STORYTELLING REQUEST PROCESS
Submits a request via MS FORMS called creative marketing & storytelling intake form
Receives a thank you message and to reach out to the HUB director if needed
EXTERNAL / INTERNAL REQUESTOR
Approve/deny the request
Glenn B receives an email and is provided a link to review the request details in PowerApps
Populates HUB SharePoint list
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
EXTERNAL EQUIPMENT PROCUREMENT
HUB REQUEST
PROCESS
Submits a request via MS FORMS called the HUB engagement process –external
Receives a thank you message and to reach out to the HUB director if needed
Receives an e-mail with reason for rejected/ cancelled request
REJECTED
CANCELLED
Populates HUB SharePoint list if the requestor has a valid email extension
Glenn B receives an email and is provided a link to review the request details in SharePoint
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
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
Is the quote SD/DD or CD?
Receive e-mail with update notice that the customer has placed an order and is provided details of the request
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
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)
For larger projects, provide ROM (rough order of magnitude) budget
Send signed proposal or PO to Jasma to file
Determine how much of the investment will be allocated towards the project
If investment, proposal is to not be marked up
Submit PO – typically through cost center to hit investment
Internal kickoff call with RDO/ RVP (up to RDO discretion if culinary joins this). Define scope at this step
RDO/RVP coordinates kickoff call with client to introduce players, outline scope assumptions, establish timelines, and discuss budgets
Engage FS designer - obtain proposal
Get initial SD drawing and review with ops and CEC before reviewing with client
Start schematic design with kickoff call to review scope and concepts
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
If client funded, mark proposal up 30%
Submit PO — typically run through HUB cost center (68004) with markup
Capture comments and update drawings
RDO/RVP sets up client review call to gain approval before moving to DD
Send signed proposal or PO to Jasma to file
If there is an architect onboard, review and share CAD/Revit files with team for coordination
Onboard architect Project
Submit PO for foodservice equipment direct from dealer –get client signature on quote
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
Onboard GC to get full construction cost and schedule
SENIOR LIVING DESIGN & CONSTRUCTION
Get final client approval on costs and project
Move to construction documentation phase after approval
Send costs to client for review and value engineer (VE) as necessary
If we are buying FS equipment, need client signature to issue PO
Project is submitted for permit
CLIENT respond/ coordinate responses for RFI’s and submittals
Once permit is issued, begin OAC meetings (weekly or biweekly)
Project closeout / punch list
Respond/ coordinate responses for RFI’s and submittals
Project request received in portal
CLIENT PROJECT PRE-DEVELOPMENT PHASE PROGRAMMING
Brian reviews scope
Request more information from requestor
Design director setup project kickoff call
Design director assigns external design partner
Brian vets for funding and scope
Confirm with fixed assets on capital
PROJECT STRUCTURAL SETUP
Design director solicits design proposals
Start budget summary worksheet
Issue initial PO’s
Begin initial concept design
Programming – due diligence, facility assessment
Jasma builds project on CM fee billing worksheet
Send proposal to Jasma to file in LLC MHC file
Assign to design director
Price check against budget
If in line with budget, move to more advanced schematic design
Review SD design with ops and discuss a client call
Receive client approval
Setup internal kickoff call with Brian + ops
Design director creates fee proposal and submits to fixed assests
Setup initial client meeting
Receive client approval
If over budget, return to design
SCHEMATIC DESIGN PHASE
HEALTHCARE DESIGN & CONSTRUCTION DESIGN PROCESS RESPOND
Once
CONSTRUCTION
CONSTRUCTION DOCUMENTATION PHASE
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
Proposal development (reviewed by Phillip, Agathe, & Davis)
Request submitted through HUB portal (internal)
Glenn reviews request, forwards to Derek & Taylor
Discovery call with internal stakeholders
New Client
Branding
Use full contract; Andrea sends to clientafter client signs, HUB executes
Contract development (proposal is sent to Andrea, The HUB legal)
External project kickoff call
Project execution
Establish contract for ongoing support
Existing client
Use shortened contract; Andrea sends to client - after client signs, HUB executes
Get final client approval & close project
Photo
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
Client makes revisions and signed contract is executed 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.
Replacement equipement
Equipment for a project
Is project budgetary?
Submit HUB replacement portal (https:// compassequipmentguide.com/) for single quote, or send to Jeff if multiple bids are needed.”
If not budgetary and is in DD phase, project submitted through HUB portal first (5 mins)
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)
Once submitted through portal, if “stranger” Phillip runs a check with the Foodbuy member roster to ensure no conflicts (24 hours)
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
If conflict, we must decline to participate
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.
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)
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.
PROCUREMENT EXTERNAL PROCESS
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.
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
Reviews project intake form
Validate not already a customer in Foodbuy system
Customer rejected Customer approved
Inform Scopos can’t move forward
Submit project docs to Foodbuy bid desk
Foodbuy desk completes bid process & collects customer info
2-4
FOODBUY MEMBER SET-UP PROCESS
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.
Design director submits monthly billing numbers to manager of operations
Investment billing
Outside AR billing (68005) Morrison Healthcare outside AR
