ARCHIBUS Success Story

Wake Forest University Baptist Medical Center

Wake Forest University Baptist Medical Center
The reason Wake Forest University Baptist Medical Center's name is so long is because it is comprised of two entities: Wake Forest University School of Medicine and North Carolina Baptist Hospitals, Inc. The two institutions have enjoyed cooperative programs since 1941, when Wake Forest University's medical school moved from the town of Wake Forest to Winston-Salem, NC. Together, they now form one of the 126 academic medical centers in the United States.

Forsyth County's Largest Employer
Wake Forest University Baptist Medical Center sits on a vast 86-acre campus; more than 10,000 people work there. It has 830 licensed beds, eight intensive care units, a burn unit, the area's only Level One trauma center, and many specialty units; it was cited for nine of the 16 specialties ranked by U.S. News & World Report in its 1998 listing of the Best Hospitals in America. And, among the 126 academic medical centers in the United States, it ranks 35th in grants from the National Institutes of Health. It is, then, not surprising to discover that the need for accurate space information led the Medical Center's Facilities Planning Department to automate.

So Much Space, So Little Time
Large academic medical centers routinely experience a high degree of change in departmental space allocation, and for mandatory reporting purposes, this information must be tracked. The Medical Center requires annual space reports for over 140 floors, and space allocation by department for over 300 departments. Accurate space totals are crucial to decision support and continued funding for research.

Researching Alternatives
In the original mainframe-based database system that was created for space tracking, there was no connection between the CAD drawings and the database, and the system was "user unfriendly." Personnel needed to be specially trained to operate it, and when they left the Medical Center, it took days to get needed reports. Facilities staff started researching alternatives. Russell J. DuBois, Architect and CAD Manager at the Medical Center, reports that they evaluated ARCHIBUS (which had been suggested to Facilities Planning by the Engineering Department), and another CAFM application that used the Microstation drawing environment -the environment used for all of the Medical Center's drawings. Technology & Training Services, Inc. provided DuBois and his group with a demonstration of ARCHIBUS at Duke University Medical Center (which also uses ARCHIBUS), an organization with needs similar to those of Wake Forest University Baptist Medical Center.

Wake Forest University Baptist Medical Center’s 86-acre Campus on the outskirts of Winston-Salem.

"There was no comparison with the other software that we looked at," says DuBois. "ARCHIBUS was so much more powerful, providing reports almost instantaneously. We were impressed," he continues, "by ARCHIBUS's flexibility, ease of use, and large number of reporting categories-both 'out of the box' and with future expansion." They chose ARCHIBUS, although it meant not only converting all of their drawings to AutoCAD®, but training themselves in AutoCAD, too.

Linking the Drawings and the Data
Technology & Training Services, Inc.(TTS) assisted with the implementation, plugging much of the old database information into ARCHIBUS. All of the drawings were converted to AutoCAD and redrawn to ensure their accuracy. Now DuBois handily manages the annual reporting of square footages needed for Medicare reimbursements. He's also in the process of linking the grants database to ARCHIBUS to enable the tracking of grant dollars per square foot. In this way, the efficiency of researchers can be easily determined, and space awarded commensurately.

"Before we obtained ARCHIBUS, it was very laborious to keep up with the churning. Now that we have it, the tracking of space has become much easier, and we feel that our information is more accurate as well," DuBois reports. "Using ARCHIBUS has probably cut our reporting time in half." And that's not the half of it. The Medical Center has continuously expanded over the past 10 years and, recently, they started a 400,000 square foot expansion to an existing building. Facilities Planning was able to provide the architects with the building information that they needed up front-saving the Medical Center a tidy sum in fees.

Vital Statistics

Organization:
Wake Forest University Baptist Medical Center
Location:
Winston-Salem, NC
Facilities Facts:
108 buildings (52 ARCHIBUS managed)
4,375,538 SF
ARCHIBUS Applications:
Space Management
Impetus for Implementation:
Needed accurate space totals, annual space reports, and department space allocation reports. Previous system did not link drawings with data and was not user-friendly.
Benefits Gained:
Speed and flexibility in reporting; accuracy of information; state inspection process facilitated.
Future Plans:
TTS is designing a custom package to maintain the Medical Gas System and facilitate state inspection; plan to purchase Telecommunications & Cable Management and Real Property & Lease Management applications.
Business Partner:
Avatech Solutions
Web Site:
www.wfubmc.edu
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