Oklahoma University Health relies on FSI's CMMS to manage efficient, effective Clinical Engineering operations. Here's how..
How one hospital system migrated from TMS to FSI
Find out how one medical provider migrated from Accruent's TMS to FSI's CMMS in mere days, all without dropping any facilities or biomedical operations...
As the #1 ranked hospital in its city and largest non-government employer within its state, one FSI customer has been delivering exceptional healthcare services to its residents for over 30 years.
Part of the state’s healthcare system, the hospital system includes seven hospitals with over 1,000 licensed beds, 150 outpatient clinics and facilities, and nearly 3,000 physicians and health professionals supported by over 11,000 employees.
With such a large patient base in need of critical medical services, the hospital facility maintenance department must ensure that they’re providing top-tier, high-quality physical environments for the patients and employees in their halls and operating rooms.
That’s why their Facilities Maintenance System Analyst turned to FSI’s Healthcare CMMS and services to meet compliance regulations, prevent facility downtime, and stay ahead of problems.
Migrating and onboarding from TMS to CMS
In 2017, the hospital system acquired four additional hospitals relying on Accurent’s TMS to manage maintenance operations.
Their hospitals used FSI’s CMMS for five years, and the Facilities Maintenance System Analyst faced a challenging decision: to move the new hospital additions to FSI or to move their current hospital systems to TMS.
“We liked using FSI to run our hospital maintenance—having a good software program to manage your maintenance data is so important, and we have tons and tons of it,” he said.
His team needed to migrate all historical TMS data while maintaining operational continuity for the newly acquired hospital locations.
“The hospitals needed to keep submitting online requests and performing maintenance without disrupting operations. Our main concern was providing our newly acquired hospitals with a steady forward flow of whatever they were doing before,” he explained.
He talked to the TMS and FSI support teams to discuss his options for migrating historical hospital data to identify the best CMMS for his organization.
“In our conversations with TMS and FSI, the difference was just day and night. Not only in cost, but in just the attitude and helpfulness. TMS wanted us to jump through a lot of hoops. If we wanted to move our FSI CMMS segments into TMS, it would’ve been very costly and difficult—not to mention disrupt several hospitals’ entire day-to-day operations.
“When I called FSI, and I told them about our situation, our deadline, and how quickly we needed to access and move their data, the FSI team just said, ‘Don’t worry about it. Our team will get it done,” he recalled.
When it came time to decide—migrate to TMS or stick with FSI—they knew what to do.
Migration and onboarding in mere days
With the acquisition occurring on July 1st, the maintenance team needed to migrate the newly acquired hospital’s CMMS to TMS within days to prevent disruptions of critical medical services.
“FSI just took charge and quickly captured the data on TMS. The migration was a matter of days. We didn’t give FSI much time because we couldn’t access their data until the acquisition, and we needed it overnight.
“It was just incredible. July 1st was a Friday, and July 4th was a Monday. It was just unbelievable the speed at which they acquired the data and set up the segments for four hospitals we were getting all at one time.
“The transition from TMS to CMS was quick and simple. FSI’s team could access the data and download most of it. We filled in the blanks on the data fields quickly after that. Some preventative maintenance scheduling had to be done as an afterthought, but the critical asset data and inventory were there.
“TMS’s cost to migrate and maintain the data was much, much more expensive than FSI. On the other hand, FSI has always been priced very reasonably for the value they deliver.
They’ll take care of setting up new hospital segments, perform data collection, build the database, populate the asset information, and copy the procedures for you.
“When I worked with the TMS hospitals, they had the opportunity to see FSI’s CMMS. I walked them through a lot of the capabilities that I used, and fortunately, as they analyzed it, they said, ‘Oh, okay, we're not going to make you change. Your product is better than what we're using,’” he recalled.
Usable, useful data a click away
Their main focus was migrating to a CMMS that could support their regulatory needs while driving operational efficiency.
But beyond regulatory and Environment of Care compliance, hospital systems need the ability to analyze and visualize department- and system-wide data to improve productivity and operations over time.
“FSI gives you the ability to view all asset data within your CMMS—that way, you can look at all historical work performed on an asset, and then recognize repeat problems that need further correction,” said the Hospital Systems Analyst.
The increased level of granular insights also makes for long-term maintenance improvements that lead to a more sustainable, effective program.
“Being able to look at historical asset data means you can understand and avoid future equipment breakdowns. If somebody replaces the fan belt and three months later they have to replace it again, maybe it's someone different doing it, if they don't look at the history, they don't realize, ‘Every three months is too often... something's wrong here.’
“FSI allows for incredibly accurate, actionable reporting. My boss can sit in his office and switch from hospital segment to segment in a minute. I can view how many work orders each site is getting, the type of work requests they're getting because our data were consistent across all hospitals.
“That was a massive benefit of bringing on one standardized CMMS because you can get everyone on the same page for reporting, evaluating staffing levels, and understanding what types of work are getting done, and where,” he said.
Positive experiences and a long-lasting relationship
Now, one hospital Facilities Maintenance System Analyst has helped hospitals outside of his system migrate to FSI by sharing the impact of their CMMS with others as they searched for a new maintenance management system.
“I’m a huge fan of FSI. Their customer service is beyond anything I’ve ever experienced, especially from software companies. Outstanding continued support is one of their strongest points, and their staff members are focused on helping hospitals make these tricky transitions. When I have a question, I know exactly who to contact.
“The FSI team is friendly, and they guide me through whatever my problem might be. It’s been a really nice experience to be a customer with their team.
“Without a doubt, the FSI team has so many down-to-earth, good people and aspects of their company that you just want to be part of,” he said.
For 20 years, healthcare facilities and biomedical teams have trusted FSI for our user-friendly, standardized cloud-based CMMS purpose-built for healthcare. FSI’s solutions actively manage over 400 million ft2 of healthcare space, empowering facilities and biomedical teams with the best tools to run safe and efficient hospitals. We’ve even led the development of on-site data collection and standardization best practices adopted by leading healthcare systems and professional bodies, such as the American Society for Healthcare Engineering (ASHE).
We also offer on-site data collection, barcoding, and CAD services to quickly view inventory levels, floor plans, and asset performance. You’ll be backed by the industry’s best customer support, available 24/7 for any question or concern. To learn more about FSI's healthcare CMMS suite and on-site facility surveying, contact us.