Staging, imaging, and installing over 400 desktops and laptops across a working children's hospital without interrupting clinical operations.
Client
UCSF Benioff Children's Hospital
Engagement
Field Services
Timeline
3.5 months
Scope
400+ units
Provenance: this engagement was delivered under PM2net, prior to the founding of Megsolve. It was led by Esram Gibran Khan, now Managing Partner at Megsolve, and is presented here as documented delivery experience rather than as a Megsolve client engagement.
400Units deployed
3.5Duration in months
1Rooms consolidated
The opportunity
01 · CONTEXT
UCSF Benioff Santa Rosa was operating on ageing and failing desktops and laptops, causing delays and mismanagement across the site. A full technological overhaul was commissioned.
The project then hit an internal setback. Initial scoping by a field services engineer allocated significantly fewer hours than the work required, overlooking the imaging process for all 400 hardware units entirely. Left unaddressed, that gap would have delivered new hardware into the estate without the standard build on it.
Correcting the scope introduced both complexity and urgency. The objectives remained: upgrade hardware, improve communication tools, prioritise safety, optimise space, standardise software, improve display quality, and integrate it all inside a fixed budget and a tight timeline.
The solution
02 · DELIVERY
A field approach built around the constraint that mattered most: this was a working hospital, and clinical operations came first.
PH 01
Team organisation
Team divided by expertise so each member worked to their strengths
Skills and resources mapped against the corrected scope
PH 02
Night-time working model
Critical installation tasks scheduled overnight to avoid disrupting hospital operations
Quieter, more controlled working environment achieved during peak-risk tasks
PH 03
Separated staging and installation
Dedicated rooms assigned to staging and to installation to prevent overlap
Concurrent workstreams enabled without interference
PH 04
Parallel installation
New work model introduced running installation simultaneously across multiple PCs
Overall installation time reduced significantly against sequential working
PH 05
Automation and consolidation
Automation techniques applied to streamline warehouse operations across the large hospital site
Staging and imaging consolidated into a single room for all 400 PCs
Waste removal executed off-peak, at night, to minimise interference
The impact
03 · OUTCOME
Problem resolved and estate delivered
Time-wasting technical issue investigated, root-caused, and resolved
All 400 units staged, imaged, and installed to standard
Operations protected
Automation and single-room consolidation improved organisation and workspace optimisation
Hospital daily operations continued uninterrupted throughout
Honest accounting
Project ran to 3.5 months, beyond the initial estimate
Completion cost approached $50,000, exceeding the scoped budget by 30 to 40%, absorbed against estimated profit
Lessons in scoping accuracy and financial management captured for future engagements
Knowledge retained
Project data stored in the CRM system for reverse engineering on future work
Client trust maintained through transparency and delivery despite the internal setback
This one cost more than it earned, and the write-up says so. The scoping error was ours; the fix was absorbing it, delivering all 400 units, and carrying the estimation lessons into everything after it.