Healthcare Industry-PC move project (Phase 1) case study

 

About the company

For this project, a prominent healthcare organization with a commitment to delivering exceptional patient care, embarked on a pivotal project to optimize its IT infrastructure. The project focused on relocating critical IT assets, including 86 PCs, 86 phones, and 172 monitors, within their facility to better support their growing needs and enhance operational efficiency. This relocation was part of a broader strategy to consolidate resources, streamline workflows, and improve the overall working environment for staff.

The move was strategically planned to take place over two days, from June 12 to June 13, 2024. The decision to undertake this project stemmed from the need to address the inefficiencies caused by the scattered placement of IT equipment across different floors. By centralizing these assets, The healthcare facility aimed to create a more cohesive and productive work environment, ultimately leading to better patient care and staff satisfaction.

The relocation involved moving equipment from the 3rd floor to the 3rd floor within the same building, as well as transferring equipment from the 2nd floor to the 3rd floor. This move required meticulous planning and coordination to ensure that the disruption to daily operations was minimized and that all equipment was reconnected and fully functional in the new locations.

CHALLENGES

The project presented several logistical and technical challenges, necessitating a well-coordinated effort between various teams, including movers, PC technicians, and facility management. The ultimate goal was to complete the move efficiently, ensuring that all systems were up and running promptly, thereby minimizing downtime and maintaining the high standards of service that the healthcare facility is known for. Therefore, they reached out to Pm2net for field services support.

Assessment and solution

To address these challenges, a comprehensive plan was developed and executed by the PM2net project managers and techs:

  • Pre-move Preparation:

    • All PCs, monitors, and phones were disconnected and securely packed into movers' bags.

    • Detailed labeling and documentation of all equipment ensured efficient reassembly.

  • Efficient Moving Process:

    • Movers were briefed to expedite the transport process, completing the move within the estimated 6-hour timeframe. However, they took a lot of time, therefore the PM2net techs made sure that the project is completed within the dedicated timeline.

  • Technical Reconnection:

    • PC technicians reconnected all equipment, ensuring that each workstation was operational.

    • Printer mapping was confirmed, and test prints were successfully sent without requiring logins.

    • Phone functionality was verified through dial tones.

  • Additional Installations:

    • Five additional workstations were installed, addressing unforeseen needs.

  • Post-move Cleanup:

    • All extra equipment, cables, and debris were thoroughly cleaned up, leaving the workspace organized and functional.

advantages

The successful execution of this project brought several advantages to the healthcare facility:

• Improved Operational Efficiency: The consolidation of IT equipment on a single floor streamlined operations and improved workflow.

• Minimal Downtime: Efficient coordination and execution minimized downtime, ensuring that staff could resume work with minimal disruption.

• Enhanced Workspace: Adding new workstations and cleaning extra equipment created a more organized and efficient workspace.

• Scalable Process: The project provided a scalable model for future moves, with lessons learned and best practices that can be applied to subsequent phases.

Overall, the PC move project was a well-coordinated effort that successfully addressed challenges, leading to improved operational efficiency and a more organized workspace. The project was completed within the estimated timeline, setting a precedent for future IT relocation efforts within the organization. The achievement of this initial phase was not only a testament to effective teamwork and planning but also a significant milestone for Pm2net. The flawless execution and positive outcomes of Phase 1 demonstrated Pm2net’s capability to handle complex IT projects, leading to the awarding of Phase 2.