Detailed Functional Space Programming

Planning a replacement facility, or major renovation, is a rare opportunity for an organization to “rethink” their current patient care delivery model, operational systems and processes, and use of technology. A major investment of dollars in facilities should result in improved operational efficiency, enhanced customer service, increased flexibility, and potential new revenue, in addition to contemporary, better-engineered, and code-compliant buildings. We have assisted hundreds of community hospitals, academic medical centers, multi- hospital health care systems, and specialized health care facilities with detailed functional and space programming for new and renovated facilities.

The detailed functional and space programming process can commence once the facility master plan is completed. Detailed functional and space programs are designed to clearly and concisely transmit the necessary information to the design architect so that he/she can begin the schematic design process without further user interaction prior to schematic design development. Typically, detailed functional and space programs are developed for specific departments/functions that are to be included in immediate or short-term implementation phases of the facility master plan.

Our unique approach to functional and space programming ensures that proposed operational redesign initiatives and technology investments are incorporated into the process. Operational concepts and “best practices” are recommended so that new or expanded services are both patient-friendly, provider-friendly, and cost-effective. Because operational systems often dictate appropriate department space allocation and location, operational redesign is an essential precursor to detailed (room-by-room) space programming.

The tasks necessary to develop detailed room-specific space needs and functional relationship requirements are among the most critical of any in the facility planning and development process, since they provide the basis for the actual design of the facilities. Efficient planning at this stage will reduce future operational costs. Also, careful attention to future utilization in relation to space needs, and differentiating between actual space needs versus “wish lists,” will guard against the provision of excessive space and therefore eliminate unduly high construction costs.

We begin by reviewing the baseline data on market dynamics, workload trends, current space allocation, and perceived facility, operational, and technology issues that is documented in the facility master plan. Our consultants facilitate programming meetings with work groups representing the departments/functions that will be impacted by the immediate and short-term phases identified in the facility master plan. Additional meetings with the project steering committee are conducted to discuss the project status and resolve major issues.

Through the programming or “user” group meetings, we document functional planning assumptions, operational concepts, ideal functional relationships, and facility design considerations. Net-to-gross space factors are utilized to convert the sum of all net spaces in a given department/function to total department gross square feet (DGSF). This includes the width of walls/partitions and intradepartmental circulation, and compares to the preliminary space estimates developed during the facility master plan. Net-to-gross factors for departments/functions vary depending on the nature of the specialty, and are largely a function of the size of the department/function and the number and types of services within it. Finally, the DGSF requirements are converted into building gross square feet (BGSF), which include shared public or interdepartmental circulation corridors, stairwells and elevator banks, major mechanical spaces, and the width of exterior building walls. Preliminary cost estimates for new construction are based on the estimated BGSF.

At the project conclusion, the functional and space program is subjected to a final evaluation by the project steering committee based on operational efficiency, incorporation of new technology, cost, and phasing/ implementation issues. Following this review and analysis, any necessary modifications are identified and documented in the final functional space program. Each work group/user group is asked to “sign-off” on the final functional and space program. Once the functional and space programs are finalized, the design architect can initiate the schematic design and design development stages of the design and construction process.

For more information about ACS Healthcare Solutions facility planning capabilities, contact us.