Data and analytics should be a core element in decision making in any organization. Tracking essential KPIs creates a basis of information to investigate and make changes to. From adjusting supply orders based on usage trends to planning more efficient staffing, having detailed information provides visibility into where organizations can improve to better meet their goals.
FSI's CMS Analytics tool, built in collaboration with Enstoa, offers integrated visualization and analysis of KPIs that are important for your team. CMS Analytics allows users to monitor key metrics like labor hours and work order stats.
In our November webinar, Justin Ryan, a Business Intelligence Specialist at Enstoa, joined the FSI team and walked us through a few examples of how CMS Analytics has enabled users to maximize their efficiency through data-backed decision-making.
1. Keep a pulse on KPIs at each facility
When tracking across a healthcare system with multiple locations, CMS Analytics makes it easy to compare results from each facility to monitor performance and identify any opportunities for improvement as soon as possible.
In one case, a customer who was tracking labor hours with the Craft Labor Resource report noticed that one facility was reporting much lower productivity benchmarks than the other facilities. They looked into what the issue could be, compared processes between segments, and started planning for corrections to help this facility increase their productivity benchmarks.
“Just two months after identifying the issue, this hospital experienced a dramatic improvement in Craft Labor Resource productivity,” Justin pointed out.
2. Plan ahead and optimize the rhythm of proactive work orders
In facilities maintenance and HTM, there is proactive and reactive work. Proactive work orders consist of work that is planned ahead of time, like completing compliance inspections of machines, while reactive work orders happen in response to an issue or complaint. Having a strong process for proactive work orders makes things more manageable for staff. Forecasting what work orders are coming up is a great advantage in reducing urgency and being able to schedule appropriately.
A standard goal is to have 60% proactive work orders and 40% reactive work orders. In an example from one of our customers, after implementing CMS Analytics they were able to recognize that their proactive and reactive work orders were about 50/50. After receiving this information, they began taking measures like setting up more inspections to shift the trend toward a higher percentage of proactive work orders wherever possible, instead of just reacting when something goes wrong.
“This does allow you to see where you’re trending and how your improvements or changes or new processes that you’re implementing are actually impacting the metrics that you’re aiming for,” Justin shared.
Over time, they were able to see their ratio of proactive versus reactive work orders change, reflecting the shift in process they had made.
3. Manage work order backlogs and work order submission issues
Having a backlog of work orders is normal, but can quickly grow out of hand without a system to continually monitor submissions.
One customer, after implementing CMS Analytics, noticed that their work order backlog was growing to a level they were not satisfied with. They leaned into analytics to investigate why this may be, and to make a game plan to tackle the backlog.
As Justin noted, “They noticed that they had a lot of work orders that really were either redundant work, or work that didn’t apply anymore. The system was still generating them and they didn’t need those work orders so they cancelled those.”
With work order monitoring in CMS Analytics, the customer identified duplicates and work orders that had been incorrectly assigned. Removing these quickly cut out a large portion of the backlog they were dealing with. For the rest of the buildup, they could combine the backlog report with other reports like labor resources to help plan the completion of work orders and get the total number of work orders down to a manageable level.
Optimizing the performance of a healthcare system is a complex task, but guidance from detailed analytics ensures your team can make decisions confidently, monitor the impact a decision has had, and enjoy peace of mind knowing that the top KPIs you care about are being tracked for improvement.
If you’d like to hear more from the webinar, get in touch with us to request a copy of the recording.