Steering Group Update #5
Published: 16 October 2014
Here is an update from the most recent meeting of the University Services Relocation Steering Group (Tuesday 12 November). Topics covered include the fit-out, departmental move dates, culture change and communications matters.
Update on Tay House Project fit-out
Work has now commenced on site! Desks have been ordered and the good news is that already the Steering Group is finding that some works are not required and savings can be made. Unfortunately there are issues with the infrastructure of the building that we have to raise with the Landlord which in turn may lead to some additional costs. The Steering Group will look at revised costs at the next meeting. The IT link to Tay House is ongoing and the dig for this work nearing completion. There is no risk at present to IT install times and as long as all is complete before the end of December there should be no delays to any of the Service moves.
As reported at previously, initial plans did not factor in new chairs for staff. Members agreed that in order to promote a corporate image the provision of new chairs for staff should be scoped.
Stage 2 Report for Tay House
The Group received and approved the Stage 2 report for Tay House, subject to a number of small textual updates. In particular the Group took time to discuss and establish why initial tender responses had been significantly over budget, in order to learn for future projects.
Parking and Transport
Forty-nine members of staff have now requested parking at or near Tay House. A ballot will take place on 13th November at the Programme Re-location Meeting to identify the allocations. Staff will be notified shortly afterwards.
A recent cycle exercise confirmed that the cycle route to Tay House is fairly straightforward and quick. Those taking part enjoyed it and felt an increase in confidence in their safety. Viola has asked colleagues if they would be willing to cycle to work from home but, as we didn’t receive a great response to the questionnaire, it will be recirculated and we would be grateful if you could take a few minutes to complete. Any member of staff who has agreed to cycle to work will be provided with suitable locker facilities.
A webpage on transport and travel showing all travel options will be available for the staff event on 1 December 2014.
HR is looking at interest free loans to assist staff with purchasing travel passes.
Culture Change Workshops
Workshops have continued and feedback has been mainly positive with some challenges raised. Reports on these sessions have been given to Head of Services. On conclusion of the Service workshops a session for the Heads of Services and their Senior Teams will be arranged.
Workstreams: Update on Progress on November Workstreams
A number of workstreams are being progressed – some of the key points to note:
- Catering Services for meetings etc. Catering for Tay House will be provided from a business close to Tay House – quotes are being obtained and arrangements will be put in place.
- Chilled Water A Zip Tap providing instant hot and chilled water will be provided in all three kitchen areas.
- Sports / Gym facilities Local Gyms are being identified and approached to discuss possible corporate membership rates.
- Mail Services The post code for all correspondence and courier deliveries will remain as G12 8QQ. The Mail room will include Tay House into their daily routes and deliveries/collection would be circa 0930, 1330 and (1500 hours collection only).
- Domestic Services Costs for in-house and external cleaning services are being obtained.
- Agile Working Steering Group members are looking at agile working/hot desking/flexible working so that protocols can be drafted prior to the move.
Staff engagement and communication events
A formal direct invitation for the Communications event on 1 December will be issued shortly.
Q&A’s
There are still a number of outstanding Q&As and Steering Group members will review these before uploading to the Website. These will be included in the Tay House Staff Handbook being developed. A number of local businesses have also expressed an interest in providing discounts to staff and Communications Office will follow these up and include any in the Handbook.
Programme Milestones
Subject to confirmation of completion of construction and fit out, move dates are as follows:
- Estates and Buildings – 26 January 2015
- Human Resources – 2 February 2015
- Planning and Business Intelligence – 2 February 2015
- Finance and RSO – 9 and 16 February 2015
- Move for Systems – 11 June 2015
- Move for rest of Finance – 18 June 2015
The next Steering Group meeting is scheduled for 27 November 2014. Please contact Move Leads or Heads of Services if you have any queries regarding the above items or you can email: communications@glasgow.ac.uk
Kind regards
University Services Relocation Steering Group
First published: 16 October 2014