Project Mission

Unleashing a Digital Revolution: Elevating Healthcare with the Seamless Staging and Installation of Over 400 Desktops and Laptops. Empowering UCSF Benioff through a 2.5-month technological overhaul, we aimed to seamlessly integrate upgraded hardware, standardized software, and improved communication tools. Our mission was to elevate the work environment, ensuring efficiency, safety, and modernisation for enhanced employee performance

UCSF Benioff Children's Hospital is a children's hospital system in San Francisco, California, subordinate to the University of California, San Francisco. It has four campuses: the Parnassus Campus, the Mount Zion Campus, the Mission Bay Campus, and the Oakland Campus. The organization provides medical services for "virtually all pediatric conditions, including cancer, heart disease, neurological disorders, pulmonology, diabetes, and endocrinology, as well as the care of critically ill newborns". 

In June 2010, Marc Benioff and his wife Lynne announced a $100 Million Gift to UCSF Children's Hospital to see the new hospital built and significantly advance children's health worldwide. In 2014, Children's Hospital Oakland affiliated with UCSF Benioff Children's Hospital. In 2016, the UCSF Children's Hospital was ranked among the top 25 in 8 out of 10 hospital specialties in the U.S. News & World Report's list of best pediatric hospitals. In 2020, all UCSF Benioff Children's Hospitals placed nationally in all ten pediatric specialties ranked on U.S. News & World Report.   

The challenge arose when a substantial technological overhaul project at UCSF Benioff Santa Rosa faced an unexpected setback. The customer was facing delays and mismanagement due to old and broken desktops and laptops. 

On our end, the initial scoping by a field services engineer resulted in significantly fewer hours being allocated for the project, inadvertently overlooking the crucial imaging process for all 400 hardware units. This oversight threatened the comprehensive success of the project, potentially leaving a gap in the upgraded technological infrastructure. The omission of the imaging phase not only posed a risk to the efficiency and performance of the new hardware but also highlighted the importance of meticulous planning in such large-scale endeavors. The need to rectify this error introduced complexity and urgency to the project, requiring swift and strategic adjustments to ensure the seamless integration of upgraded technology at the Santa Rosa location.

The overarching goal was to modernize, optimize, and ensure the efficient operation of the technological infrastructure at UCSF Benioff Santa Rosa. The objectives included upgrading hardware, enhancing communication tools, prioritizing safety, optimizing space, standardizing software, improving display quality, and achieving seamless integration. The project aimed to elevate the work environment, providing the necessary tools for effective performance, all within a budget and a tight 2.5-month timeline.

To address the challenges faced during the technological overhaul project at UCSF Benioff, the PM2net team implemented a strategic and efficient solution. The team adopted a systematic approach to ensure successful staging and installation while minimizing disruption.

Team Organization

The team was divided based on their expertise and effort, ensuring each member played a role aligned with their strengths. This helped in optimizing the utilization of skills and resources.

Strategic Dumping Plan

An effective waste dumping plan was devised and executed during off-peak hours, particularly at night, to minimize interference with daily hospital operations. This approach reduced the impact on hospital staff and ensured a smooth workflow during crucial stages of the project.

Separate Rooms for Staging and Installation

Dedicated rooms were assigned for staging and installation, preventing any overlap or interference between the two processes. This separation allowed for focused and concurrent work, enhancing efficiency.

Simultaneous Installation on Multiple PCs

A new work model was introduced where installation was carried out simultaneously on multiple PCs. This streamlined the process, enabling the team to work on various units concurrently, significantly reducing the overall installation time.

Night-Time Work for Minimum Disruption:

Recognizing the importance of minimizing disruptions to hospital operations, the team scheduled critical tasks, especially installation, during night-time. This ensured an uninterrupted workflow and contributed to a quieter and more controlled working environment.

By implementing these measures, the PM2net team successfully optimized their workflow, introduced a more efficient work model, and strategically scheduled tasks to ensure minimal disruption to the hospital's daily operations. This solution allowed the team to navigate challenges effectively, meet project timelines, and deliver a technologically advanced infrastructure to UCSF Benioff. 

The project encountered a significant challenge related to a time-wasting technical issue, initially leading to a loss of project direction and efficiency. Through a thorough investigation and implementation of preventative measures, the team successfully identified and resolved the underlying problem, showcasing their problem-solving skills and technical proficiency. The resolution involved utilizing automation techniques to streamline warehouse operations in the large hospital area and consolidating staging and imaging into one room for all 400 PCs.

Despite the unforeseen technical setback, the PM2net team demonstrated resilience and determination, completing the project in 3.5 months. This period, from mid-October to January, required a concerted effort from the team to achieve breakeven, even after the project had initially incurred losses. The completion cost was nearly $50,000, exceeding the scoped budget by 30 to 40%, which had been earmarked as estimated profit. Overcoming these challenges yielded multifaceted benefits. The team's problem-solving skills and technical proficiency were significantly enhanced, as evidenced by the successful implementation of automation techniques and the consolidation of PC staging and imaging processes. The experience fostered teamwork, cohesion, and collaboration, contributing to their ability to navigate and overcome challenges. We learned lessons in financial management and project estimation, adding valuable insights to the team's skill set.

Furthermore, the project data was stored in the CRM system, enabling future use for reverse engineering purposes. The team's resilience and commitment built trust with clients and enhanced their professional reputation. Ultimately, the PM2net team emerged from the project with heightened skills, increased efficiency, and a positive image in the professional landscape.

Despite encountering significant challenges, the customer derived several critical benefits from the project undertaken by the PM2net team:

• The successful resolution of a time-wasting technical issue ensured a more efficient and streamlined technological infrastructure for the customer. The team's rigorous investigation and adept problem-solving skills contributed to overcoming initial setbacks.

• The customer experienced an enhanced work environment by implementing automation techniques and consolidating staging and imaging processes for 400 PCs, leading to improved organization and optimization of their workspace. Despite the project extending to 3.5 months, exceeding the initially scoped timeline, the customer benefited from the commitment and effort exerted by the PM2net team to achieve breakeven and overcome challenges, showcasing the team's reliability and determination. The decision to store project data in the CRM system provided the customer with a valuable resource for future initiatives, particularly for reverse engineering, ensuring the knowledge gained from the project could be leveraged for long-term benefits.

• The resilience and commitment displayed by the PM2net team built trust with the customer, positively influencing the professional reputation of the team and the organization and fostering a sense of reliability and competence in their partnership.

Navigating the challenges of this project as a manager provided insightful takeaways. It emphasized the importance of adaptability and proactive problem-solving, showcasing the team's resilience and determination. The successful project completion highlighted the significance of teamwork and efficiency through automation. Lessons in financial management stressed accurate scoping and budgeting. Building client trust and storing project data for future use showcased the strategic aspects of maintaining a positive professional reputation and knowledge management. These experiences contribute to a more effective and strategic approach to future project management