Eclipse-fm® 2009 - New Features
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Introduction
There have been major changes to legislation connected with Corporate Manslaughter and Health & Safety over the past 12 months. In particular, these changes place greater emphasis on the benefits of being able to produce a clear and accurate audit trail of service/ maintenance work carried out on critical systems or equipment.
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Eclipse-fm® 2009 introduces many new features that enhance the ability of Estates and Facilities staff to satisfy the requirements of regulatory bodies who may request such information.
In addition, the Purchase Order module now operates via a single tabbed screen thereby reducing the time needed to create and process an order.
The increase in the number of NHS establishments operating across more than one site means that management and staff will often need their access to data tailored to their specific site, specialism, management unit, etc.
The user login profile now optionally allows defining access to data for only a particular combination of:
- Organisation
- Derived from your own Organization Codes
- Site
- Derived from your own Site codes
- Equipment such as but not limited to
- EBME
- EME
- IT Equipment
- Standard
- Test Equipment
- Vehicle
- Store
- Derived from your own Store IDs
- Task Type
- Derived from your own Task types
Examples – a member of staff might only have access to
- A particular site or organisation, a combination of both or a group of several organisations and sites.
- Only “EBME” tasks relating to that site, organisation or site/organisation combination.
- Only EBME and EME tasks relating to Sites ABC and organization XYZ
- Only a particular store in a particular site
There is no limit to the number of different elements used to define a user profile, or to how many times one element is used with different values.
Usage
- Set up “Help Desks” that appear to be for a particular site, or for a particular task type
- Allow higher level management access to management information from all Sites. Define higher level responsibility, e.g. as authoriser of Purchase Orders at aestablishment level, generated by staff who only see their own site or store details.
- Enable contract staff to access tasks defined to be for them, and no others
- e.g. only EBME and EME tasks within organisation XYZ
Eclipse-fm® is now able to meet the most demanding, multi-organisation, multi-site requirements, combining devolved local management with overall strategic management.
There have been a number of changes within Asset Management. The majority have been developed to take into account the specialist needs of EBME/Medical Devices support whilst others provide enhanced functionality for all involved in Asset Management.
Asset Centred or Task Centred?
Depending on circumstances or usage preferences, you may wish to take an Asset or Task centred view of your FM system. To facilitate this, the Task Ticket List, Asset List View and Asset and Task Enquiry View all include Asset ID, Manufacturer, Model and Serial Number in addition to the existing Task Ticket detail.
Missing Asset Recording
Badly maintained assets can be both a liability and a danger. It is now possible to mark an Asset as “Missing”, being currently not locatable or having missed two routine maintenance procedures and consequently best not to be in use. By identifying such “Missing” assets it is possible to initiate warning notices that the asset should not be used before maintenance has been performed, formal searches for the asset, etc.
Safety Action Bulletin Alerting
Safety Bulletins may come in many forms. For EBME it could be a Medical Action Bulletin, for vehicles it may be a Manufacturer Recall.
Such Bulletins may therefore be allocated to any Equipment Model/Type
- Bulletins visible for each instance of Model/Type
- Tasks to implement requirements of Action Bulletin are automatically created for each Model/Type
- Implementation tasks can be managed either singly, or as a group of assets, in which case the task is not complete until all individual tasks are complete
This new feature will completely automate management of Action Bulletins with definitive tracking of the work needed and long term proof of correct response.
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Specialist Maintenance Definitions
- The Asset module is enhanced to allow for the management of equipment types not traditionally associated with the estates function, such as
- EBME equipment – e.g. dialysis machines, Defibrillators, ECG machines
- IT equipment
- Vehicles
- Classifications are not pre-defined, but determined by you as users to your own needs.
- Enhances the process of searching for or listing assets, as these classifications are included in the filtering of searches and lists.
- Now covers the specific needs of EBME
- PAT Testing Recording where appropriate – e.g. EBME, IT
- Including monitoring PAT test equipment performance against assets tested
The increased flexibility of Eclipse-fm® v4 means that asset maintenance recording can be easily customised to the requirements of individual hospitals for every type of equipment likely to be in use.
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Enhanced recording of Loan Items – the Asset Library
- Importing items as loans from other organisations or parts of the same organisation added
- Loan equipment remains visible to the maintenance/ servicing process,
- Makes keeping up to date reference as to where the equipment can be found (e.g. for maintenance) much easier.
The Loan Item facility is now a key feature of EBME management
Purchase Orders
All Requisitions and Purchase Orders information is gathered together into one place, streamlining the creation and processing of Purchase Orders. Filtered access allows you to concentrate on Requisitions only, or Orders only, or Approved Orders only, etc.
The whole process for any one order can now be viewed from the one place, or by remaining on one of the tabs, several orders can be processed in sequence.
Multiple tabs handle
- Line Items
- What, how many, item price
- Goods received
- What, how many, outstanding, delivered, allowing for part delivery
- Post Invoices
- As above, but with details of invoices raised, allowing for part invoicing
- Post Credits
- Similar to Invoice, but allowing for posting credits against invoices
- Authorised Actions
- This is the Purchase Orders “Control Centre”. It controls the progress of an order its several stages, from authorisation as a requisition, through approving and placing as an order, receiving goods, posting invoices, and on to completion and sign off. At most of these stages amendment may be needed. At all stages, a transaction record is provided as a permanent audit trail.
- Purchase Orders is Linked to
- Job Ticket number (optionally, where relevant)
- A Contractor who may be doing the work
- Stock management
- Financial Control (Budget and Cost centres)
- Stock and financial control details are updated from every appropriate stage of the Order Process
- The Budget Centre and Cost Centre associations extended:-
- Multiple budget centre links can be defined from one order on a line by line basis
- Cost Centres can now be named as you require
- Easy (and fully audit trailed) updating and cross posting of Budget and Cost centre amounts.
Security
Each tab has its own UserAccess permission settings, ensuring that only the right people can access critical ordering functions - such as posting an invoice, receiving goods, etc.
In addition, only those with a specific permission as an authoriser are allowed to complete any authorisation.
Purchase Order management is of necessity a fairly complex process, and one that needs both a method of controlled progression, and a record of that progression. The new Eclipse-fm® Purchase Orders System meets both of these needs.
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