Case Study:

Royal Free Hospital


The world-renowned Royal Free London is one of the UK’s biggest NHS Trusts. It’s home to 10,000 staff, who provide care for over 1.6 million patients a year. Its main site, the Royal Free Hospital in Hampstead, stands at 151,294 m2.

What we did

With a demand for more space and no room for expansion, the Trust’s Estates Management team needed to get a better understanding of what they had and how it was being used in order to improve space efficiency. The Trust were also keen to measure their performance against the Lord Carter report. As their existing information was out of date, they turned to Topscan.

There were major inconsistencies in their CAD drawings, with some comprising of over 700 layers. This made searching for and identifying relevant information difficult. They didn’t have a computer aided facilities management (CAFM) system, enhancing the complexity of storing and finding property information.

Jon Wilton, Senior Project Manager at Topscan, met with the Estates Management team at the Royal Free Hospital and provided a way ahead. The Trust purchased the Micad Internet Property Register (IPR) to act as the interface between the accurate drawings, accurate information and asset data that Topscan would provide, and the reports required for maintaining and evolving the Trust’s property portfolio.

How we completed the project

Where possible, Jon and his team surveyed the buildings in scope using existing drawings, keeping costs to a minimum with other areas having full measured surveys. During the surveys the team collected key data that would allow for space rationalisation, including:

  • Room name, numbers and use
  • Department-occupied areas
  • Hours of occupancy
  • Ceiling heights, including slab and false ceilings
  • Clinical and non-clinical space (as per 2016 ERIC definitions)
  • Clinical room bookings (for adding information to the Micad Room Utilisation Module)
  • Voice, data and power points.

After all the relevant information had been collected, Jon implemented the Micad IPR and populated this with the accurate drawings and data. Finally he presented the Trust reports showing areas of over and under occupation, allowing for some quick wins on space use and an immediate return on investment.

Throughout the project, Jon liaised with Daniel Holly, the Trust’s Senior Property Management Surveyor. This ensured the Trust were provided with weekly updates of Topscan’s progress, and allowed them to react as soon as areas were completed.


Services the client used

  • Building surveying
  • CAD draughting & standardisation
  • Polyline drawings
  • Micad implementation and data population
  • Micad RUM set up and population.

The benefits

Just as they’d hoped, the Trust discovered how Micad could be used to increase the efficiency of their estates and improve how they use their space. Their drawings became easier to understand and share with stakeholders, and they learned where there were opportunities to reduce costs and increase their funds.

Moving forward

After the project at the Royal Free site was complete, Jon began work on another property in the Trust’s portfolio: Barnet Hospital. This has recently been concluded successfully. Combined with our regular update & audit service, the investment made in Micad will be protected. The Trust will continue to build on the potential savings as the accurate information in the IPR will remain up-to-date.

"Topscan have recently completed CAD surveys and occupancy data collection across all of our sites as well as implementing the Trust’s new CAFM system. Their methodical approach, attention to detail and ability to work with Trust staff to ensure all areas were accessed made the project an easy one to manage. We are more than happy with the results and foresee a long future with Topscan as we will be using them for the ongoing auditing, CAD and MICAD management."

Head of Estates Operations - Royal Free London Foundation NHS Trust

For more information or a quotation, please contact us:
Chad Coombes

Director

07827 018819
David Woods

Business Development Manager

07772 756161
Daniel Hatton

Business Development Manager

07508 373879
Brian Johnston

Business Development Manager

01202 443300