Administrative Directors Summit

(1)

||

Administrative Directors Summit

New.Work.Order

4 - 6 March 2015

(2)

Dear Sirs,

Forum Programme Board

Forum Inspirators

For more information about Forum Inspirators go to:

Bartosz Kawa

Group Real Estate

Management Manager

EDF Polska

Aleksander Matuszewski

Organisation Support

Office Director

ARP

Maciej Kryda

Administration

Department Manager

Grupa Sanofi

Dagmara Zabrzeska

Administration

Department Manager

Volkswagen Bank Polska

Monika Wojnowska

Administration

Department Manager

Jeronimo Martins Polska

Paweł Budzeń

Administration

Department Manager

Real Estate Division

TUIR / TUnŻ Warta

Katarzyna Cieplak

Real Estate Maintenance

Director

PZU

www.ad-summit.com/prelegenci

Marek Dyczek

Procurement and Cost

Optimization Director

AMREST

Piotr Kaźmierski

HR & Administration Director

JTI Polska

Maciej Kryda

Administration

Department Manager

Grupa Sanofi

Tomasz Cisowski

Human Resources Management

Department Manager

Grupa Kapitałowa SYNTHOS

Monika Wojnowska

Administration

Department Manager

Jeronimo Martins Polska

Tomasz Łański

Organisational Office

Deputy Director

PKP Energetyka

Witold Tryc

Administration and Logistics

Office Manager

Polska Spółka Gazownictwa

Piotr Godlewski

Facility Management

Department Director

T-Mobile Polska

Grzegorz Zając

Joanna Mroczek

Real Estate Operation

Section Manager

T-Mobile Polska

Director of Research

& Marketing Departments

CBRE

Dorota Wiśniewska

Real Estate and Administration

Office Director

RUCH

Małgorzata Kroczek

Real Estate Management

and Bank Service

Department Director

ING Bank Śląski

Anna Rajewska

Administration

Department Manager

JTI Polska

Joanna Porada-Nowak

Director of Business

Operations Center

ORANGE Polska

Dagmara Zabrzeska

Administration

Department Manager

Volkswagen Bank Polska

Radosław Wierzchowski

Daniel Bienias

Procurement and Assets

Management Department

Director

PROVIDENT Polska

Senior Director

Head of Tenant Representation

CBRE

Magda Szubert

Concept Development Manager -

Office environments

Ecophon, Saint-Gobain

Construction Products

(3)

9:30 Registration and morning coffee

9:50 Official opening of the Forum

Magdalena Wolska-Omyła, Project Director, Blue Business Media

THE PLACE AND ROLE OF THE ADMINISTRATION

DIRECTOR – NEW CHALLENGES

AND KEY RESPONSIBILITIES

10:00 Evolution of the role of the Administration Director in organisation’s structure

Dorota Wiśniewska, Real Estate and Administration Office Director, RUCH

• Static business support or dynamic management

• Facility Management – new approach to business administration and facility management

• Relations management – new challenges • Interactive questions and answers session

10:35 Place and significance of the administration department from the Management Board’sperspective – panel discussion of the Presidents of the Management Boards

• Interactive questions and answers session

11:10 Cooperation between administration and business to effectively support development of organisation – challenges

We are awaiting Forum Partner’s confirmation

11:45 Coffee break and networking

COST OPTIMIZATION FROM THE ADMINISTRATION

DIRECTOR’S PERSPECTIVE – WHERE TO LOOK FOR SAVINGS

12:00 Cooperation between administration and business – looking for cost optimisation

Małgorzata Kroczek, Real Estate Management and Bank Service Department, ING Bank Śląski

• Examples of successful common savings projects • How to win the business to your side

• Basic elements of effective cooperation • Interactive questions and answers session

12:35 Lunch

13:30 Sources of savings – innovative approach to cost management. Consolidation and optimization of administration tasks based on the Balanced ScoreCard

Witold Tryc, Logistics and Administration Office Manager, Polska Spółka Gazownictwa

• Consolidation of administration area

• Standarization of operation of processes and creation of functional strategy

• Implementation of BSC in the Administration area:

identification of goals and indicators, reduction and optimisation • Interactive questions and answers session

14:05 Role of administration in the optimisation of procurement policy and centralised procurement

Joanna Mroczek, Director of Research & Marketing Departments, CBRE

Daniel Bienias, Director Head of Tenant Representation, CBRE

• To renegotiate or to look for new location? Pros and Cons • When to initiate the process and how to prepare for negotiations • Verified cost-cutting strategies

14:25 Role of administration in the optimisation of procurement policy and centralised procurement

Marek Dyczek, Procurement and Cost Optimization Director, AmRest CE

• Facilitator vs negotiator – the role of Administration Director in the central procurement process

• Role of cost-killer vs building cost awareness at within organisation • Cooperation with business to improve cost management practices • Interactive questions and answers session

15:15 DIVISION INTO THINK TANKS – small, interactive expert groups allowing participatnts to discuss in detail the most important issues and challenges. Two Think Tank sessions will take place. Each participant can choose two groups, in which he will participate. The participation in the groups will be determined by the order of applications.

15:15 FIRST THINK TANK session

16:25 SECOND THINK TANK session

I Effective process of looking for a new head office – verified strategies

Dagmara Zabrzeska, Administration Department Manager, Volkswagen Bank Polska

• Effective process of looking for a new head office – with and without an advisor, time management and milestones

• Contract renegotiation – where to look for savings • Calculation of the total rental cost – how to avoid surprises • Interactive questions and answers session

II Central procurement in administration

Tomasz Cisowski, Human Resources Management Department Manager, Grupa Kapitałowa Synthos

• Centralisation of procurement – procedures and key elements • Selection and cooperation with the suppliers, compliance issue • Negotiations, rebates and group procurement – what and when

is cost effective

III Assets management: fixed assets

• Responsibility of employees

• Stocktaking – tools and verified strategies

• Liquidation - what and how to settle, effective procedures • Tax issues

IV Team management and incentives in the administration division – the tackled issues will include:

How to build a well working team? Assignment, supervision, control and other issues – from the perspective of actual practice rather than definition

• Where to look for talents? The plans of succession and talents development in practice. Threats and opportunities

• How to motivate employees? The place and role of non-remuneration based incentives

• How to motivate through remuneration without disturbing relations within the team

V Commercialisation of own space

• Analysis of profitability of real estate – to sell or to rent? • Renovation of the property held – cost issues • Interactive questions and answers session

17:30 Cocktail – excellent opportunity to share opinions in an informal atmosphere with fellow practitioners

18:30 End of first day of the Forum

8:45 Registration of participants

9:00 Joint breakfast for a good start of the day

Excellent opportunity to continue evening discussions and establish new business contacts with Forum participants

MANAGEMENT OF A RELOCATION PROJECT IN PRACTICE

9:30 “DOLNA” Project, i.e. how to conduct a relocation project effectively

Monika Wojnowska, Administration Department Manager, Jeronimo Martins Polska

• Designing the process and participation in the project from the construction stage

• Layout design and building operational concept • Tenders, infrastructure, preparation of office relocation • Relocation

10:05 “Orange Town” Project

Joanna Porada-Nowak, Director of Business Operations Center, ORANGE Polska

• Construction stage – cooperation with the developer (participation in the creation of and familiarisation with new systems)

• Allocation of employees to new premises and release of office space • After relocation – friendly open space

10:40 How to effectively relocate 2500 employees

Piotr Godlewski, Facility Management Department Director, T-Mobile

Grzegorz Zając, Real Estate Operation Section Manager, T-Mobile

• Determination of the method of work of the project group – organisation of activities

• How to timeline, responsibilities division ensure business security • HR aspects – communication and how to overcome the resistance

to change

• Key aspects of logistics – deliveries, furnishing, relocation • Lessons learned, questionnaire and never-ending story • Interactive questions and answers session

OPTIMISATION OF COSTS UNDER THE CHANGED

LAYOUT PROCESS COSTS DURING OFFICE

RE-ARRANGEMENT PROCESS

11:30 From a separate room layout to a flexible office – a case study of changing the office layout on the occasion of relocation of the head office

Radosław Wierzchowski, Procurement and Assets Management Department Director, Provident Polska

• Analysis of the actual needs of the company within the scope of a relocation project

• Development of the strategy of a work place at the new office • Management of the change of work place organisation based on the

group of 350 employees

• Implementation of a final solution and its periodical evaluation • Interactive questions and answers session

12:05 Modern arrangement of office space in practice – the costs, trends and profitability of the project

Piotr Kaźmierski, HR & Administration Director, JTI

Anna Rajewska, Administration Department Manager, JTI

• Definition of the areas requiring re-organisation – supplier of vending solutions, security, cleaning company, water supplier

• Revisions of present contractors and conclusion of new contracts – the methods of seeking savings while assuring the same quality of service provision

• Examples of re-arrangement at the office: Kaizen ideology, application of 5S3R, utilisation of e-processes in administration work • Interactive questions and answers session

12:40 How to arrange ergonomic and fuctional open space in Practice

Magda Szubert, Concept Development Manager - Office environments,

Ecophon, Saint-Gobain Construction Products

• Biggest mistakes and how to avoid them

• Tools and tricks of effective open space design in various office space life cycles

• Creative designs in practice

13:00 Lunch

MANAGEMENT OF ORGANISATION’S ASSETS

14:00 Sale of real estate – process, risk and unforeseen situations

Maciej Kryda, Administration Department Manager, Grupa SANOFI

• Sale or revitalisation

• How to prepare and efficiently conduct the real estate sale process • Is the lack of expenditures on real estate possible during the

extended sale process – owner’s risks and obligations

• Unforeseen situations which can jeopardise the project. How to handle these situations (examples of processes)

14:35 Organisation of the procurement process at an entity required to observe the Public Procurement Law Act, which at the same time is a commercial law company – formal and legal issues

Tomasz Łański, Deputy Director of the Organisational Office,

PKP Energetyka

• Management of the procurement process at a multi-branch organisation – verified strategies

• Key tasks and main challenges in the procurement process • How to support the Management Board, execute the organisation’s

strategy while at the same time observing the requirements of the public procurement law

• Management of legal and business risk associated with the procurement process based on the example of PKP ENERGETYKA • Interactive questions and answers session

15:10 UNCONFERENCE SESSION

Summary of the Forum – topics, conclusions and inspirations gained from the two-day meeting.

15:30 End of second day of the Forum

Current agenda of the Forum:

www.ad-summit.com/program

(4)

Registration Of Participation In The Forum

The registration of participation can be made with the use of an online form at:

www.ad-summit.com/zgloszenie

The promotional prices are valid only until 16 January 2015.

until

16.01.2015

up

PLN

1,000

cheaper

OFFICE STUDIES

- modern office layouts in practice

Visits in selected most representative offices in Warsaw arranged according to the latest standards! After two days full of discussion we

will see what is the end result of implementation of the latest office space trends and solutions! Our hosts will present the changed office

space, discuss in detail the process of changes and, above all, share what are their consequences for the organisation!

Participation in OFFICE STUDIES will be available for the first 30 persons registered in the Forum who will also declare to participate in

them.*

from

17.01.2015

to

13.02.2015

up to

PLN

500 cheaper

Office

Studies

are available

only for the first

30 registrations!

Why it’s worth …

haring experiences among fellow professionals managing the administration

departments from the largest 1,000 businesses in Poland.

nique case studies, best practices and inspirations based

on the solutions of market leaders

oint discussions in key areas of challenges such as: optimisation

of processes and costs, cooperation with suppliers, re-arrangement

of office space and implementation of changes in the current

structure of an organisation.

hink Tank panels involving all participants in sharing their

experiences and developed networking.

FFICE STUDIES in selected offices in Warsaw designed

according to the latest trends.

Jeronimo Martins

We will visit the new premises of Jeronimo Martins. The purpose of the change concerned

not only optimisation of space, but also strengthening the brand’s image as one of the

market leaders who also cares for the environment. In 2014 JMP received the Green Office

certificate. Director Monika Wojnowska will tell us about a two-year project

and the challenges and surprises encountered in the course of project execution.

And you will see for yourselves the effects and results of these works.

Industrial Development Agency

The premises of Agencja Rozwoju Przemysłu are located in a building known

in Warsaw as Party House or White House. Director Aleksander Matuszewski

will share with the participants his experiences learned during the process

of revitalisation of the office in a historic building, he will talk about the

restrictions and cooperation with the conservator of monuments and how

he handled the encountered challenges. You will be able to see for yourselves

the effects of the project and work of the entire team, which lasted for several

months.

Orange Town

An opportunity to visit one of the most modern office complexes of a total floor

space of 43,700 thousand m2. Orange Town is a combination of state-of-the-art

technological and ecological solutions. It was designed and built having in mind

the comfort of its users and environmental protection. One of the objectives

of the construction project was to minimise its environmental impact and obtain

the highest possible efficiency of the facility.

Provident Office

Gdański Business Center accommodating the new offices of Provident, is currently one

of the most technologically advanced office buildings in the capital, which combines

the high quality of design and architecture with modern ecological solutions.

The functional arrangement of the interior and advanced technologies make Provident

office a friendly place to work in that meets employees’ needs. The Design Crew team

composed of the representatives of all departments of Provident was participating in

the decision-making process concerning the arrangement of the interior. The flexible

arrangement of the interior and implementation of the latest solutions allowed

for optimisation of the occupied space while at the same time observing the highest

standards and comfort of the employees.

* The hosts of the visits reserve the right to refuse entry to representatives of selected companies to the location of their office premises without a reason. The participants of the visits are required to familiarise themselves and accept the rules of visiting the given location.

(5)