The following is a general description of the content, which should be included in a Functional Brief. As each capital project will be unique, additional project specific information may be required.
In some instances, a Generic Brief may be available for a particular facility (eg Community Care Units). For such projects the Functional Brief should be based on the Generic Brief.
In some projects, the Functional Brief may provide similar information to a Planning Brief. However, the information provided should be in far greater detail. The Functional Brief should enclose all topics below.
A clear definition of the problem and/or the need for a service, together with the outcomes to be achieved. This should include supporting evidence and any service agreements reached between the Health Service/Agency and the Department and any other party involved in the project.
It is important that a synopsis on the history of the project be provided. This should include:
A confirmation statement on the role of the Health Service/Agency within the State, regional and Health Service context is to be provided. This should include the Department and Agency’s philosophy and policy regarding the service delivery and community expectations. References should also be made to the Agency’s relationship with other service providers (public and private) and potential to share resources and undertake joint projects.
A detailed description of the proposed services/activities should be provided. Where appropriate, the Brief is to refer to relevant State and/or national standards and guidelines (see table below).
It should also include:
This section of the Functional Brief should provide a summary of the following existing and anticipated trends, which may influence the project outcome:
Example of Department/Functional Area table
|
Department/Functional Area: Allied Health |
|||||||
|
Room |
No. of People |
Activities of Room |
Potential Shared Usages |
Hrs of Use |
Comments |
Floor Area |
Exist. |
|
Physiotherapy Room 1 Room 2 |
2 4 |
Treatment Treatment/Exercise |
Podiatry
|
9-5 9-5 |
Exercise equipment used after hours |
12 20 |
12 12 |
|
Podiatry |
2 |
Treatment |
Physio |
9-5 |
Used after hours |
12 |
0 |
|
Occupational Therapy |
6 |
Therapy |
Activities Area/ADL |
9-8 |
Movement of disabled people, used by other groups |
25 |
20 |
|
ADL Kitchen/ Bathrm |
10 |
Rehabilita-tion |
OT |
9-8 |
Movement of disabled people, used by other groups |
16/12 |
0 |
This information will be used to assist in the determination of the floor area requirements for each departmental/functional area within the project.
Note: In some instances the Feasibility Study may determine or refine the floor area required.
The Functional Brief should concentrate on broad operational and management policies, both current and proposed. This should include:
A detailed list of current and proposed staff is to be included. The profile should be based on the approved Effective Full Time (EFT) staffing levels and is a key determinate in the departmental/functional area needs analysis.
The staffing profile may be broken down by either programmed/activity area or by funding sources. It should include all employees, contract service providers, long term visiting staff, trainees and students. In some cases it may also list other service providers who may be using the facilities (e.g. police, ambulance officers, court staff, etc.).
A general statement of all existing facilities owned and/or leased by the Health Service/Agency shall be provided. This will include details on:
This section of the Functional Brief provides information on the proposed functions of the various programmed activity areas and should also highlight the relationship between these functions.
A description of each of the proposed functions is to include the following:
This data may be presented in a general description of each program/activity area accompanied by their respective functional requirements. The ability to provide this level of detail may depend on the experience of the Health Service/Agency and on the information available.
The key functional relationships between the various programmed/activity areas need to be highlighted to ensure maximum operational efficiency is achieved. The functional relationship is to be described in a diagrammatic manner and, if applicable, a table may be developed which highlights close working relationships. Refer to Figure: Functional Relationships Diagram and 4: Examples of Functional Relationship Priorities for examples.
Example of Functional Relationship Priorities
|
Activity |
Primary Functions |
|||||||
|
CR |
TR |
WA |
Off |
AR |
Rp |
PC |
Rc |
|
|
Consulting Rooms |
- |
H |
H |
L |
L |
M |
M |
M |
|
Treatment Rooms |
H |
- |
L |
L |
L |
M |
H |
L |
|
Waiting Area |
H |
L |
- |
L |
M |
M |
H |
L |
|
Offices |
L |
L |
L |
- |
L |
L |
L |
M |
|
Activity Rooms |
L |
L |
M |
L |
- |
M |
H |
L |
|
Reception |
H |
M |
M |
L |
M |
- |
L |
H |
|
Public Convenience |
M |
H |
H |
L |
H |
L |
- |
L |
|
Records
|
M |
L |
L |
M |
L |
H |
L |
- |
H = High M = Medium L = Low
The Health Service/Agency should provide a general description of the design issues they believe reflect the Agency’s philosophy and community expectations. The description may include:
A description of any special equipment required should be provided in addition to the general equipment information provided in the Functional Brief. Such equipment includes CAT scanners, MRIs, etc.
A statement on both current and proposed operational budgets and recurrent expenditure is to be provided. This is to include funding sources such as Casemix, CAM SAM, unit based, and other funds.
A statement of the extent of life cycle costing analysis required should be identified. This will vary depending on the size and complexity of the project.
Life cycle costs for the operation and maintenance of the assets will include items such as energy, cleaning, repairs and replacement.