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Monthly Archives: April 2018

Key Things To Consider During The Hospital Moving Process

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When relocating a hospital or hospital ward there is a multitude of aspects to consider and carefully arrange. Here we share three key elements to plan for, and explain how Johnsons project managers can help with the hospital moving process from communication and preparation to aftercare and specialist support.

Communicate with staff and patients

Communication is key throughout any hospital moving project – whether you’re relocating a ward, swapping operating theatres or changing an entire unit. Organise meetings with all members of staff to ensure that they are kept in the loop throughout the process. Although they may not be directly involved with the move itself, they are going to play a very important role as they maintain a standard of service and keep things running before, during and after. You’ll also need to arrange communication with patients in accessible, written form.

Discuss the process with upper management and stakeholders

Upper management and stakeholders will need to be aware of the move and everything involved within the process – not only from a service provision perspective, but also from a financial viewpoint. Any medical moves are sensitive and must be handled with care and consideration for all parties – so management will be conscious of this and will need to be thoroughly briefed and understand what and who is involved at every step of the way.

Ensure specialist project managers are on hand for a smooth relocation

Hospital moves are always complex – therefore specialist project management provision and detailed preparation are essential. Expert project managers will be able to oversee the hospital moving process in its entirety, ensuring that everything is accounted for and taken care of. They can also liaise with third parties on your behalf, and even advise on the consultation and communication stages. This professional support offers complete peace of mind at a time when disruption and disturbances need to be kept to a minimum.

At Johnsons we’ve been helping laboratories, research facilities and hospitals to relocate for over fifty years. Get in touch today to discuss your specific requirements with our dedicated team of expert lab movers and project managers.

4 Things You Should Consider When Discussing A Lab Relocation With Laboratory Movers

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Communication is key during all stages of a laboratory move – so it’s important to understand how you will liaise with the experts responsible for the removal as well as colleagues and staff throughout the process. Here we share four key things to consider when discussing transportation and relocation with laboratory movers.

Rules and regulations

Naturally a range of rules and regulations apply to laboratory moves, as they tend to feature a variety of specialist requirements. Dangerous goods and hazardous materials are commonplace. Chat with your laboratory movers in depth before the move and during the preparatory stages to make them aware of the full situation and understand the regulatory obligations and expectations of your relocation. Laboratory movers will be required to meet a range of regulations including H&S legislation, GLP and FDA plus any local or facility guidelines – so it’s important that you’re honest and upfront and provide comprehensive information right from the start to allow them to prepare adequately.

Hazardous materials and dangerous goods

It goes without saying – hazardous materials and dangerous goods need specialist attention. A separate set of regulations will apply here – so discussing any dangerous or hazardous materials present (including poisons, chemicals and biohazards) with your laboratory movers should be a key priority.

Costings are key

Budget is very important – so it’s vital to discuss realistic costings with your laboratory movers before you begin the preparatory stages. Laboratory relocation must be budgeted for – especially where specialist provisions are involved.

Cold chain materials must be considered

Biological materials and chemical samples are often temperature sensitive – so it’s crucial that constant conditions are maintained throughout transportation. Climate-controlled trucks and specially trained technicians will need to be on-hand to monitor temperatures, especially where frozen goods are concerned. Back-up plans will also need to be in place – so it’s important to discuss this with your laboratory movers prior to the relocation date.

If you’re planning an upcoming laboratory relocation, you’ll need specialists on hand to ensure safe transportation and a smooth transition to new premises. Get in touch with our dedicated team today.

University College London

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The Project

In 2017, Johnsons were awarded the Move Management of University College London’s Charles Bell House Services. The services encompassed taking full responsibility for the planning and management of the relocation of approximately 205 people from several locations across the UCL Estate to the newly refurbished Charles Bell House Building (CBH) including:

  • Initial intensive fact-finding and familiarisation and confirmation of numbers and phasing
  • Setting up and running relocation project meetings dealing specifically with the move
  • Development of the full migration schedule, including requirements for any dual operation during the relocation period
  • Developing and running a comprehensive staff communications programme
  • Detailed planning work to capture the full detail of all laboratory equipment, samples and hazardous materials to relocate
  • Liaison with UCL ISD to co-ordinate the relocation of servers, IT equipment and telephony
  • Filing audits and reduction programme
  • Procurement of and overall management of any further removal contractor(s) and management of thereafter
  • Full site supervision during the relocation period
  • ‘Day 1’ onsite assistance to ensure staff settle in post-move (where ‘Day 1’ refers to a team’s first day of operation in the new facility; onsite moves assistance will be provided throughout the period of dual operation).

Controlling the Project

To maintain control of the project, our Project Manager was required to develop a full migration strategy and move programme, which was continually reviewed throughout the scope of works, and in addition, developed and agreed relocation strategies and contingency plans for all items being relocated.

The management of the project was carried out in accordance with best practice, including drafting and updating of the following documents:

1.A Project Control Plan:
2.A Move Schedule detailing each occupancy and move phase
3.Relocation Project Business Continuity Plan, Risk Assessments and Risk Log
4.Project Risk and Hazard Log,
5.Preparation of Monthly Highlight Reports to include move management progress, cost status, anticipated changes, approvals and outstanding actions
6.Project Move Cost Plan, showing costs associated with all aspects of fulfilling the relocation.

Controlling Timescales and Ensuring a Positive Delivery

Due to the tight timescales of the project, our Project Manager submitted a list of key elements which we felt would provide us with the best knowledge and preparation for a successful project. These suggestions were taken on board by the University and during our pre-move meetings, were agreed to and ultimately proved to play a large factor in our efficacious completion of the project. These included:

  • Prioritising and obtaining what OEMs were required for the project and securing their costs and services. Within the laboratory in The Cruciform Building, there was a certain amount of laboratory equipment (mainly analytical) that needed a variety of OEM technicians to complete decommissioning and recommissioning/recalibration work. Due to the time of the year that phase 1 relocations took place, we knew from experience that lead times for booking in OEM technicians can sometimes be in the region of 6 – 10 weeks.
  • We provided a support Move Manager in our proposed delivery structure to work on the project as and when required. With the initial intensive fact-finding stage of the project planning key to moving the project forward, we looked to (if required) put our support Move Manager on site to assist the lead Move Manager with obtaining all necessary information for the relevant sub-contractors/key stakeholders to be engaged and managed.
  • We engaged early with the lead UCL Project Manager and Construction Manager to understand the handover programme of the new building; whether this is all at the same time or if certain areas are released over a staggered period within each phase. This allowed us to understand any constraints when designing the delivery phase programme.
  • Involved our in-house DGSA early in the process, which allowed us to highlight key specialist project risks and legal requirements for road transport. These were then built in the scope of work requirements for specialist/removal contractors to tender on within their required scope of works.
University of Herfordshire

University of Hertfordshire

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Services

  • Project Move Management
  • Chemical Transfers
  • Scientific equipment relocation
  • Decom/Recom specialist equipment
  • Pack/ relocate/ unpack of general filing and paperwork crates and boxes

The Project

Following a successful tender submission, Johnsons Business Moves were awarded the opportunity to undertake the move management project at the University of Hertfordshire. This included of the relocation of; their Science Laboratory and teaching equipment, comprising of specialist equipment from the University’s existing science facilities to the New Science Building being constructed on another part of the campus.

The project was split into two phases; phase one we relocated approximately 35% of all items and phase two we relocated approximately 65% of the remaining items. Due to the split, we provided seven days of pre-planning to ensure all parties were aware of their responsibilities. Successful communication between ourselves, the University and additional contractors on site (Electricians, Gas Engineers and Specialist Equipment Engineers) was paramount for ensuring the project took place in accordance with the specification and all safety requirements.

Chemical Relocation

Johnsons provided 5 days of chemical moves with a fully qualified Chemical Technician and provided ADR Qualified Drivers. We moved over 6,000 different chemicals, making it one of the biggest chemical relocation’s we have carried out.

Challenges

With this project carrying a high element of risk in terms of the chemicals being decanted, the high value of the science apparatus and the sheer volume of equipment being relocated, during our site visits, we identified and collated a number of potential hazards which could prove to be problematic should they occur. We worked closely with the University and created a risk register which highlighted mitigation put in to place. These were monitored by the Project Move Manager, Johnsons’ QHSE Manager and the University throughout, ensuring the works were being carried out in accordance with the agreed methods.

Also included in the project:

  • 2 days post move assistance per phase immediately after each phase was completed
  • Crate hire including coloured labels to identify where items are to be placed
  • Cages throughout the physical relocation days for larger items that wouldn’t fit in a crate
  • IT crates for small desk top laboratory and IT equipment
  • Safe protection, packing, transfer and unpacking of all specialist items
  • Dedicated packing team for lab and office effects

The Result

The Project Move Manager provided a second to none service to the University. The professionalism of his team, their communication skills and integrity ensured all works were carried out on time.

The running of this project proved to be so successful that the University have requested an agreement to be drawn up between ourselves and them, for future works on site.