Organizational Readiness

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Organizational Readiness

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What is Organizational Readiness?

The proposed capital project should be driven by community and program needs and be consistent with the overall strategic plan. Organizational Readiness includes review of the Strategic Plan (long-term goals and the short-term implementation steps for getting there), assessing organizational capacity (board and volunteer expertise, fundraising capacities, expertise in business planning and financing options, and design and/or construction experience), forming ad hoc committees (i.e. capital campaign committee to cultivate donors/financing, building committee to determine scope and hire design/construction teams), and preparing a budget for planning activities (i.e. space needs study, evaluating fundraising readiness, preliminary schematics, feasibility study).

 

Organizational Readiness Activities

The tasks are also not always sequential and overlap in most cases. Click on the activities tab on the right to see the common activities within the organizational readiness phase and a brief definition or description. Use the resources tab for tools and other publications for this phase.

 

Evidence-Based Design

During organizational readiness, two EBD processes are started: Step One) define EBD goals and objectives; and Step Two) find sources for relevant evidence. Click the Evidence-Based Design Tab for more detail about EBD activities during this phase.

 

Sustainability

Sustainability, as formally achieved through LEED for Healthcare (Leadership in Energy & Environmental Design), an internationally recognized green building certification system through the United States Green Building Council is another aspect to consider for your project.

 

Not all organizations are ready to become carbon neutral or to achieve zero waste. One of the first steps in the sustainability process is to understand the readiness of executive leadership to assume the mantle of sustainability, and how quickly and aggressively that should occur. If your organization is willing and able, start to define goals for building performance (site, water, energy, materials, indoor environment) and determine the impact sustainability and energy efficiency will have on the life-cycle cost of operating the building.

 

At this stage, you should define how the organization’s mission supports sustainability initiatives. Review the LEED and Green Guide for Healthcare checklists in the resources tab.
 

Lean Process

Other aspects to consider for your project during organizational readiness include Lean processes (elimination of “waste,” such as waiting, hunting and gathering, etc.) Is your organization using Lean concepts already or is Lean a cultural change issue? (This ranges from a top management philosophy down to front-line behavior.) Consider a Readiness Assessment for Lean such as:

  1. Standards and norms of the organization
  2. Performance management and measurement
  3. Employees interaction with patients and each other
  4. How employees think about their work
  5. Methods used to identify and solve problems
  6. Other aspects of behavior that must be aligned for continuous improvement.

Resources

Print Resources

Created by Western Michigan University.  My Safety-Net Clinic (MySNC) is a tool to help clinics and designers understand the costs associated with various aspects of renovating, or designing a clinic.  Use the tool to calcuate costs for the following areas:

  • Waiting Areas
  • Patient Care Areas
  • Greeen Design
  • Exterior Lighting

Phases and activities related to this tool include:

Organizational Readiness

  • Develop the business plan
  • Develop the project budget
  • Explore various financing options

Pre-Design

  • Determine financial feasability
  • Plan and program
  • Refine project budget/schedule

Created by NCB Capital Impact. Phases and activities related to this resource include:

Organizational Readiness

  • Conduct operational planning
  • Conduct allocation planning/preliminary space assessment
  • Finalize strategic planning
  • Develop community awareness/engagement
  • Develop the business plan (Sect VII)
  • Development of project budget
  • Explore various financing options
  • Develop a preliminary project schedule
  • Hire a project manager and architect (Sect IV)

Pre-Design

  • Determine financial feasability
  • Conduct a market needs analysis and assessment
  • Select/survey sites and evaluate space availability (Sect IV.b)
  • Select an attorney, architect/interior designer, contractor and construction manager
  • Establish the remaining project team
  • Property aquisition/site control
  • Refine project budget/schedule (Sect VIII)

Design

  • Continue conceptual diagramming
  • Design development
  • Permit process
  • Zoning/use processing
  • Furniture, fixtures, equipment (FFE) and technology planning
  • Purchasing plan
  • Construction documents
  • Value engineering (p. 33)
  • Early permit - third party approvals (p. 40-41)
  • Bid and award - this may be phased, based on contract type

Construction

  • Conduct construction inspection and surveillance (p. 43-49)
  • Create the punch list (p. 55)

Created by the California HealthCare Foundation.  Phases and activities related to this resource inlcude:

Organizational Readiness

  • Development of project budget
  • Explore various financing options

Occupancy

  • Liscensing

Study Guide 3: Integrating Evidence-Based Design: Practicing the Healthcare Design Process.

Guide Three pulls together the evidence-based design (EBD) process to walk you through the key steps of the design process in detail from pre-design, design, construction and occupancy. Practical examples demonstrate key areas and show how EBD is practically applied.

 

Purchase >

 

Phases and activities related to this resource include:

Organizational Readiness

Pre-Design

  • Evaluate work flow
  • Start conceptual diagramming

Design

  • Continue conceptual diagramming
  • Design development
  • Bid and award-this may be phased based on contract type

Construction

  • Substantial completion
  • Final completion

Occupancy

 

Created by the Nonprofit Finance Fund who makes loans to nonprofits and pushes for fundamental improvement in how money is given and used in the sector. Phases and activities associated with this resource include:

Organizational Readiness

  • Develop the business plan
  • Development of project budget
  • Explore various financing options

Created by USGBC, last updated in May 2011.  The phases and activities related to this resource include:

Organizational Readiness

  • Develop community awareness/engagment

Pre-Design

  • Select/survey sites and evaluate space availability
  • Plan and program

Design

  • Design development
  • Furniture, fixtures, equipment (FFE) and technology planning

Created by USGBC, last updated in May 2011.  The phases and activities related to this resource include:

Organizational Readiness

  • Develop community awareness/engagment

Pre-Design

  • Select/survey sites and evaluate space availability
  • Plan and program

Design

  • Design development
  • Furniture, fixtures, equipment (FFE) and technology planning

Created by NC State University. Phases and activities related to this resource include:

Organizational Readiness

  • Assess project needs and viability: includes operations and finances
  • Conduct operational planning
  • Plan for the project mission/vision
  • Create project organizational leadership

Pre-Design

  • Evaluate work flow

Authored by John E. Kemper. Phase related to this resource is Organziational Readiness.

Created by Anita Addison of La Clinica de la Raza for the Promising Practices Seminar in 2011.  The phases and activities that are applicable to this resource include:

Organizational Readiness

  • Develop a business plan

Created by the USDA. Phases and activities related to this resource include:

Organizational Readiness

  • Develop project budget
  • Exlpore various financing options

Pre-Design

  • Start a capital campaign feasability study
  • Develop a capital process/fiscal plan

Created by the Veterans Administration.  The attached files are guidlines for working with the VA in primary care settings.  Phases and activities that relate to these resources include:

Organizational Readiness

  • Conduct allocation planning/preliminary space assessment
  • Site considerations (note narrative)

Pre-Design

  • Conduct a market needs analysis and assessment
  • Create space function/flow analysis
  • Plan and program

Design

  • Continue conceptual diagramming
  • Design development
  • Furniture fixtures, equipment (FFE) and technology planning

Created by Deloitte. Phases and activities included in this phase include:

Organizational Readiness

  • Conduct operational planning
  • Determine staffing needs
  • Develop a business plan
  • Plan for the project mission/vision

Construction

  • Internal readiness

Created by Gates Family Foundation.  Phases and Activities applicable to this resource include:

Organizational Readiness

  • Conduct operational planning
  • Develop community awareness/engagement
  • Develop a business plan
  • Development of project budget
  • Explore various funding options

Pre-Design

  • Determine financial feasability
  • Start a capital campaign feasibility study
  • Develop a capital process/fiscal planning
  • Continue community engagement and collaboration
  • Refine project budget and schedule

Design

  • Design development

Created by the the Comunnity Clinics Initiative. Phases and Activities applicable to this resource include:

Organizational Readiness

  • Create a business plan

Pre-Design

  • Evaluate work flow
  • Refine project budget and scope

Design

  • Design development

Created by Capital Link. Phases and Activities applicable to this resource include:

Organizational Readiness

  • Develop a business plan

A free resource from Capital Link and Primary Care Development Corporation on developing a health center. Phases and Activities applicable to this resource include:

Organizational Readines

  • Conduct operational planning
  • Conduct allocation planning/preliminary space assessment
  • Finalize strategic planning
  • Create project organizational leadership
  • Development of project budget
  • Explore various financing options
  • Consider sites (see chapter 5)
  • Develop a preliminary project schedule (see chapter 2, and Appendix B)
  • Hire a project manager and architect

Pre-Design

  • Determine financial feasability
  • Select/survey sites and evaluate space availability (see chapter 5)
  • Select an attorney, architect/interior designer, contractor and construction manager (see chapter 3-4, 6 and Appendix D)
  • Establish the remaining project team (see chapter 4, Appedix D and E)
  • Property aquisition/site control 
  • Plan and program
  • Refine project budget/schedule 
  • Start conceptual diagraming

Design

  • Continue conceptual diagraming
  • Schematic design
  • Design development
  • Construction documents
  • Bid and award - this may be phased based on project type (see chapter 7)

Construction

  • Notice of completion
  • Final completion
  • Transition planning

The Community Clinics Initiative and Capital Incubator developed a list of tools and resources for capital development projects.  Phases and Activities applicable to this resource include:

Organizational Readiness

  • Assess project needs and viability: Includes operations and finances
  • Plan for the project mission/vision
  • Development of a project budget
  • Explore various funding options

Pre-Design

  • Determine financial feasability
  • Start a capital campaign feasability study
  • Develop a campital process/fiscal planning

Many ingredients combine to make a successful capital campaign. To help you determine if your organization is well positioned to move into a formal campaign planning process, we’ve developed the following Campaign Readiness Quiz. Answer yes or no to these questions then check your score to see how well you are positioned and what your next step may be. Created by Pathway Associates

 

Phases and Activities applicable to this resource include:

Organizational Readiness

  • Assess project needs and viability: Includes operations and finances
  • Development of project budget
  • Explore various financing options

Pre-Design

  • Determine financial feasability
  • Develop a capital process/fiscal planning
  • Continue community engagement and collaboration

New York State Division of Housing and Community Renewal (DHCR)/Franke Consulting Group developed a checklist for Organizational Readiness.  While the checklist is for housing, most of the questions can be adjusted for clinics.

 

Phases and Activities applicable to this resource include:

Organizational Readiness

  • Conduct operational planning
  • Determine staffing needs
  • Create project organizational leadership

Prepared For the Agency for Healthcare Research and Quality (AHRQ), 2005. The broader and deeper the scope of the redesign effort of a hospital, the more likely redesign produces system-wide transformation. For the purposes of this project, “redesign” and “system transformation” will both be used to describe the desired process outcomes.This project was supported by the Agency for Healthcare Research and Quality.

 

Phases and Activities applicable to this resource include:

Organizational Readiness

  • Assess project needs and viability: Includes operations and finances
  • Develop community awareness and engagement
  • Create project organizational leadership

Pre-Design

  • Evaluate work flow
  • Start conceptual diagramming