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For Hospital CEO

Who you are

You run the hospital. You will rarely open Odoo. What you care about is the evidence that medical equipment is governed: that the most-critical devices are tracked, that PM gets done on schedule, that vendor contracts are renewed before they expire, and that on HA Thailand accreditation day the BME team can hand the surveyors a finished, signed report without a fire drill.

HEMMS exists so that the BME Manager can give you a one-page answer to each of those questions on demand.

What HEMMS does for you

Concern What HEMMS produces
Equipment governance Single asset register with Value × Risk criticality (red/yellow/green) for every device
PM compliance Year-end HA Annual PM Report PDF — planned vs actual PM by equipment, exception reasons documented
Annual stock-check evidence ปจป. Asset Inspection PDF, signed by ผู้ตรวจสอบพัสดุ
Vendor risk Service Contracts register with expiry dates and 60-day renewal alerts
Audit defensibility Every workflow stage transition, every signature event, every contract change is logged with timestamp + actor

You don't run the system — but you should know it exists and what each artifact looks like, so you can ask the BME Manager for the right thing.

A typical month / quarter / year

Once a month

Ask your BME Manager for three numbers:

  1. Open requests over SLA — workflow breaches. Trend matters more than the absolute count.
  2. Contracts expiring in the next 90 days — the renewal pipeline.
  3. Red-tier equipment without a current PM plan — should be zero.

Each is one filter away in HEMMS. The BME Manager can screenshot the relevant list views directly from Maintenance → Maintenance Requests and Maintenance → Service Contracts → Expiring Soon.

Quarterly

  • Review the vendor concentration — group Service Contracts by partner. If one vendor holds 80% of your high-criticality MA, that's a procurement risk to address.
  • Sample 3–5 closed repair requests at random and read the audit log. This is the cheapest tone-from-the-top governance signal you can send.

Annually (Thai fiscal year, ต.ค.–ก.ย.)

  • Around August / September, ask: "Is the HA Annual PM Report draft ready?" The BME team should be reviewing exception reasons, not starting from scratch.
  • On HA Thailand accreditation visit day, the surveyors will ask for the equipment register, the annual PM report, and the annual ปจป. inspection. All three live in HEMMS, all three are signed PDFs, all three reprint byte-identically.

Key reports/dashboards

You typically receive these as PDF attachments or screenshots, not by logging in. But if you do log in, the entry points are:

Artifact Where it lives
HA Annual PM Report Maintenance → Reporting → HA Annual PM Report
ปจป. Annual Inspection Maintenance → Asset Inspection → Annual Inspections
Active service contracts Maintenance → Service Contracts → Active
Equipment count + criticality mix Maintenance → Equipment (group by Risk Tier)

Surveyor-ready, every day

Once an HA Annual PM Report is submitted, the QWeb template renders from an immutable JSON snapshot. Reprinting next month — or in 2030 — gives the exact same PDF a surveyor saw at sign-off. This is the governance property to ask the BME Manager to demonstrate.

What you DON'T need to do

HEMMS removes these from your plate

  • No more "where is the equipment register" before a surveyor visit — it's the live asset list, criticality-coloured, in one URL.
  • No more last-minute Excel scramble to reconcile planned vs actual PM — the HA Annual Report generator does it on click.
  • No more paper signature loop for the annual report — three signers (BME Head, Engineering Head, Hospital Director) sign in-app or by portal email.
  • No more "did the vendor expire?" surprises — 60-day renewal alerts land in the BME Manager's activity queue.
  • No CMMS migration fire-drill when bringing equipment in from a legacy spreadsheet — Mass Import has a dry-run preview.

What HEMMS does NOT yet do (roadmap, ask about timing)

These are honest gaps you may want to know about:

  • Executive dashboard with rollup KPIs — today, your view is the list views with filters and the HA Annual Report PDF. A proper exec dashboard (charts for equipment value, PM compliance %, vendor mix) is on the roadmap.
  • Equipment depreciation / IAS 16 register — HEMMS holds the asset master and criticality data; finance-side depreciation schedules are not yet integrated. Talk to your CFO and BME Manager about phasing.
  • Mobile app for ward staff — today, nurses submit repair requests via the Odoo web kanban. A native mobile flow is roadmap.

Who maintains HEMMS

HEMMS is built and maintained by Trinity Roots Co., Ltd. (roots.tech) on top of Odoo 18 Community Edition + OCA. The source is open at github.com/jakapolr/hemms-demo. No vendor lock-in — the data and the addons are yours.