1
Performance Against Targets
FS has made good progress against our 2008 targets as detailed in the following
table. FS set 93 targets for 2008, of which 51 were fully achieved, 37 partially and 5
not achieved:
Target
Achieved
Not
Achieved /
Partial
Comment
FS Targets for 2008/09
FS will aim to fully support the University‟s name change and following approval by the Privy Council will assist in the associated re-branding exercise outside building locations, on University vehicles, etc.
P
In progress.
AS on Project Board. AM& CS on Project Team.
FS will support the aim to move to a 20 credit module structure and will address any issues within our control in order to ensure a smooth implementation
P
In Progress.
Communications with Student Affairs & Student
Accommodation HC. AS on Project Board.
FS will work with our colleagues in the new Student Affairs Department in order to ensure that the transition and associated issues, such as staff transfer and space, are managed as effectively as possible
A
Some additional work on staff moves will be required in 2009.
FS will work with our colleagues in C&IT Services to introduce an extension of our IT network into our 5 residential
accommodation locations
P In progress
FS will aim to fully introduce and make full use of SharePoint within the department during the planning period in order to facilitate collaboration, provide content management features, implement business processes, and supply access to
information that is essential to both
departmental and organisational goals and processes
P
FS has extended the use of SharePoint, but some additional rollout needs to be achieved.
Undertake a comprehensive review of all Maintenance and project activities to validate with legislative, good practice and customer expectation/standards
P Good progress is being made and ahead of implementation in new FMS. In progress - maintenance contract being retendered in 2009.
Pump prime the service in anticipation of the new FMS systems and develop
complementary processes to maximise the efficiency of the transitional period
P Good progress has been made. To be completed in 2009.
FS will support the aims and objectives of ESAG in terms of Sustainability and Energy Management
A Ongoing support being
provided.
Significant input this year from FS with major initiatives in areas such as Carbon Management underway.
2
Service Wide
FS will post our “Performance Against Targets 2006/2007” on our Intranet site, and will undertake to report this publicly on an annual basis- March 2008
A Completed
FS will conduct the Ultimate Survey again during 2008 and then hold a Team event in order to examine the results
A Survey completed with Team
event being planned for April 2009.
FS will undertake a review of our Intranet pages and refresh all content. FS will specifically seek to improve functionality and incorporate feedback from users- March 2008
A Completed. Pages are
refreshed on at least a semi annual basis
FS will undertake a review of our Balanced Scorecard which will include adding new measures, reviewing targets and improving functionality- May 2008
A Completed and ongoing.
FS will work toward commissioning the new Facilities Management System during the planning period- March 2009
P
FS has finished product selection although the system has yet to be rolled out. Completion during Autumn 2009.
FS will aim to support the full introduction of the “Sustainability Office” which will be achieved, in part, by the replacement of the Environmental/Sustainability Advisor following his retrial and the appointment of the Energy Manager by the summer 2008
A
Ongoing.
FS has taken lead in establishing the Office and drafting / implementing an ambitious action plan. FS will undertake to complete the roll out of
the car parking control system by
commissioning the Craiglockhart system (subject to City of Edinburgh consents)- June 2008
A Now completed.
FS will work through CISSG and ESAG in taking the lead on the conversion from desktop printing to networked multi functioning devices (MFD‟s). FS will aim to have a programme for conversion to MFD‟s covering most areas- December 2008
P
A project for planned completion in 2009.
Approximately 50% of MFDs are networked and being used online as printers, scanners and faxes. Staff take-up of this facility is patchy with some embracing the technology better than others. This was expected and is an ongoing culture change that will gradually gain momentum as the clear advantages are discovered. Vice Principal Robin Mackenzie has tasked David Campbell, Finance, to prepare a paper for PEG on the potential use of MFDs to replace desktop printers and AM is inputting to this process with background information and experience. It is hoped with Senior Management input and backing, the staff take-up will increase.
3 FS will aim to complete the appointment
and integration of a space planner, energy manager and facilities services advisor- December 2008
P
Space Planner still to be appointed
FS will work with Staff Training and
Development to create a bespoke Diversity Training plan for manual FS staff who would not be fully available for a full course- September 2008
P
Significantly complete
FS will review its level of statutory
compliance during the planning period and develop a quantitative method of
monitoring progress
A
Quantitative method developed for Property and Maintenance.
Estates, Property and Space Management
FS will complete the review of the space management function within FS and implement the changes arising from that review- December 2008
P
Cannot be completed until the new Space Planner is
appointed. FS will complete its work to refresh the
Accommodation Schedule following consultation with academic areas and professional services- June 2008
A Complete and ongoing
revisions being made.
FS will create a new property management database which will capture all relevant property management information for integration into the new Facilities Management System
P
Lease schedules are all now held by the Director.
Residential Accommodation
FS will engage each of its landlords in dialogue during the planning period in order to further advance the objectives in the Residential Strategy 2007-2017
P
Ongoing, discussions underway
FS will agree a further programme of refurbishment of residential
accommodation to be phased over 3 years 2008-2011. The undertaking of works on site will be subject to funding availability
P
Partial- programme has not been agreed due to funding
FS will introduce an online application form for residential accommodation- August 2008
P
Project Board has been formed and this work is underway for completion of pilot in April 2009, Go live May 2009
FS will seek to improve our maintenance regime in residential developments
including giving further consideration to the re-tender of this service- December 2008
P
Review group has been established- work ongoing
FS, with the support of C & IT Services (and subject to funding), will seek to replace third party IT services and install networked Napier IT services in all long term residences (as above)- December 08
P
Should be completed for 2009.
4
Capital Development
FS will continue to contribute to the University‟s capital development
programme for Sighthill during the planning period- Ongoing to 2010
A This target has been
achieved although work continues
FS will work with the Project Board on defining the scope for the Merchiston development as part of the University‟s Estate Strategy 2006-2016
P Work continues on this in 2009
FS will continue to work toward achieving all project milestones during this planning period to ensure completion and
occupation of the Sighthill project for occupancy during 2010
A This is marked as achieved as completion is scheduled for late 2010 with phased occupancy to commence before year end.
FS will continue to review our estate strategy during the period, ensuring short term projects are in line with the longer term estates plans and to issue annual updates to the SFC as required
A Ongoing
FS will seek to introduce new technology and practices where practicable in order to reduce the carbon footprint of the estate
P Successful application of SALIX funding will help fund this. Investment plan has been agreed.
Project Management and Minor Works
FS will significantly upgrade G level teaching rooms and corridors during the planning period- October 2008
A Completed
FS will undertake a feasibility study on the accessibility to the Merchiston Boardroom for consideration in future planning rounds- September 2008
A Completed
FS will implement a post occupancy evaluation programme during the planning period for rollout on all new projects starting in 2009
P Work progressing. Hope to carry out 1st round of POE‟s in Spring 2009 got projects completed in Summer 2008. FS will create Framework Agreements for
appointment of professional consultants- October 2008
P Work progressing in
conjunction with Procurement Office.
FS will produce a “Roadmap of Project Procedures” for use within the Service- October 2008
A Partially implemented revised
completion date July 09. FS will complete the roll out a
comprehensive control of contractors management plan across all sites – June 2008
A Completed
Helpdesk and Administration
FS will continue to integrate the new team members into the helpdesk and build the knowledge base of the Team of all QFM processes- ongoing
A Completed
FS will, through its helpdesk, complete a planned maintenance audit to ensure legal compliance and identify areas where effectiveness can be improved- June 2008
A New policies and procedures
will be used in new FMS, changes to QFM where possible.
5 FS will work with the Secretariat in
identifying and producing generic record/document/archive storage procedures for the department in accordance with University guidelines- October 2008
P Work continues.
Maintenance, Engineering & Energy Management
FS will significantly upgrade the Kilby Centre ducting, C Floor heating and heating controls in Merchiston during the planning period- October 2008
P Investigation complete. Will await the BMS controls project to be complete and then project to be
reassessed. FS will undertake 5 & 10 year tests of all lift
equipment during the planning period- December 2008
A
FS will upgrade and install new BMS controls and network all systems back centrally for monitoring- November 2008
A Project has been successfully
commissioned. FS will install energy certificates in all
properties over 1000m2- January 2009
A FS will plan and implement a robust
mandatory training plan for all maintenance staff
A Training plan developed and
being used.
FS will develop a full suite of systems, including Monitoring and Targeting, to proactively manage energy consumption and identify consumption and cost saving
A Software installed and
comprehensive database being established. FS will promote staff and student
engagement in direct action energy saving initiatives
P Web site created and
communication in place. NSA fully engaged.
FS will continue to engage in the
procurement of the most beneficial energy supply contracts through engagement with both internal and external procurement agencies e.g. APUC.
A Contracts reviewed and set
up.
Catering, Cleaning, Waste Management & Security
FS will undertake a review of security in residential accommodation with a view toward incorporating card access and car park barriers in a Phase II Access Control Project- September 2008
N/A On hold – still to be reviewed by Security &
Accommodation Manager
FS will undertake a review of the new SIA licensing requirements and assess its applicability to Napier- May 2008
A
Not necessary as we do not have licensed premises for the sale of alcohol.
Advised by Anderson Strathern to retain current arrangement of occasional licensing.
FS will introduce new recycling bins across all main University locations-- September 2008
A
Complete
FS will renegotiate waste contracts to comply with EU legislation and meet the requirements imposed under WEEE directives- December 2008
P
Good progress – shortlist made and premises / facilities inspected. Ongoing.
FS will seek to increase range of Fairtrade products available and in conjunction with
Currently working on Fairtrade- working party to
6 NSA and other University stakeholders
seek to achieve fair-trade status by Jan 09
P secure status. FS worked on Fairtrade fortnight.
FS will review our product mix at Merchiston Campus in light of reduced counter sales as a result of increased competition from Tesco‟s, Greggs, Subway etc. We will explore options to offer fewer price sensitive products and replace with a wider range of premium, healthy choice, fair-trade and organic options- October 2008
A
Under continuous review. Outlets still under intense competition.
FS will commence work to ensure that the existing catering stock control system is upgraded or replaced to ensure that it is compliant with Vista- December 2008
A Completed
FS will build on recent success in achieving Healthy Living Awards for Craighouse, Merchiston Triangle and Craiglockhart (Chapel & Hydra) and secure further Healthy Living Awards for Comely Bank, Merchiston Apex and The Forum- January 2009
A
All sites have now received Healthy Living Awards, except Comely Bank which has been inspected and awaiting certification.
FS will comply with all new legislative obligations with regard to The Licensing Scotland Act and in conjunction with Anderson Strathern, submit operating plans for Craiglockhart and Craighouse Campuses in order to secure premises licences- December 2008
A Personal license training and
bar staff training now complete.
Porterage, Print, Postal & Logistics Services
FS will review transport contracts with Lothian Buses and Austin Travel (Borders service) to ensure that customer
requirements continue to be met and best value for money is being achieved- October 2008
P Currently under review. Will be completed this financial year.
FS will review our large mail courier contracts to ensure value for money and customer requirements are being met- October 2008
P Continuous checks carried out to ensure service levels maintained. Latest review in progress.
FS will re-assess our departmental service level statements for postal & logistics to ensure service being provided is meeting user expectations, is efficient and cost effective- November 2008
P Ongoing – Assessment review to be carried out in next quarter – current service levels are satisfactory. FS will, through Print Services, upgrade
printer card access and replace the existing database in order to allow for the wider Multi Functional Device roll out and better reporting - December 2008
N/A
On hold. One card project. Project Manager taking up post in April.
Progress was deferred because of the re-naming project. The Access Control/One Card Group decided against issuing staff cards and later having to re-issue, Presentations by four potential suppliers have been held- tender specification is nearing completion.
7 FS will (subject to funding), seek to
upgrade the existing signage at Craiglockhart- January 2009
P
All door signage was updated in September 08 at
Craiglockhart in the B listed building. As part of the re-naming project, all University signage, both internal and external, is in the process of being changed
Conference & Lettings
FS will make best endeavours to move our external business formally held at Sighthill to other locations while retaining our external income at the same level- February 2009
A Level of income has been
maintained although room availability at other sites is an issue.
FS will aim to further expand the business at all locations (other than Craighouse) during the planning period- March 2009
P In progress, business plan being prepared.
Engineering, Computing & Creative Industries
FS will continue to advance the plans for a change of use for Morningside Church in 2010/2011 to a music rehearsal,
performance and recording venue- works subject to agreement on scope and funding
A FS side of work complete
FS will work toward the installation of temporary accommodation near Old Craig for the start of Academic Year 2008/2009- works subject to agreement on funding
A Planning permission achieved
although this will not progress due to funding.
FS will work with the Faculty of ECCI to achieve better space management, especially at Merchiston, so that pressures on accommodation do not become a barrier to expansion, whether associated with programme delivery or R&KT activity
A
Completed and ongoing
FS will aim to provide a fast and flexible response to resolve infrastructure and accommodation issues at all locations (Merchiston, Craighouse, Marchmont and off-campus facilities)
A
Ongoing
FS will work with the Faculty to achieve co-location of the Faculty at Merchiston following the completion of Sighthill in 2010
P Ongoing through to 2010
Business School
FS will provide ongoing maintenance of Craiglockhart to ensure it remains a „high quality‟ environment
A Ongoing review of
performance – weekly walkabouts established. FS will aim to provide appropriate signage
that meets campus needs and is compliant with DDA requirements- subject to funding
A Upgrades of Merchiston and
Craiglockhart undertaken. Funding made available – Complete.
As part of the proposed name change project, all University signage will be reviewed updated and compliant with DDA guidelines in the current financial year.
8 FS will work with the Faculty of the
Business School in order to provide the best possible catering facilities (if financially viable-hot meals) for courses offered in the evenings and at weekends to support the provision of the EI
P Still being discussed
Health, Life & Social Sciences
FS will continue to work with the Faculty of the HLSS on medium term solutions to ensure that Faculty occupied space is maintained to an appropriate standard until the move into Sighthill in 2010
A Ongoing
FS will work with the Faculty to install a temporary building at Comely Bank- subject to agreement and funding
A Planning permission achieved
although this will not progress due to funding.
Training FS and Department Wide
FS will roll out Visio training more widely in order to aid process mapping
A FS will keep abreast of current estates and
construction developments through ongoing attendance at seminars on environmental technology and its implementation and public sector
conferences on – funding, space efficiency, legal updates and contractual issues
A Achieved and ongoing
The Buildings Supervisor (Projects) will complete CDM Assessment for Non Notifiable Projects.
R
On hold due to illness of the member of staff
The Project Manager will complete the PRINCE 2 PM course.
R
Pressure to clear a backlog of projects has hindered
progress here. For Maintenance Teams:
o Risk Assessment o Working at Heights o Manual Handling
o PASMA – Tower Scaffold o Essential First Aid o Asbestos Awareness o Legionella Control o Water Bylaws o Electrical Safety o COSHH o Fire and ERP o Permits to Work
A
Training plan and PDRs all in place.
All FS staff will undertake training on Diversity (special course designed for manual grades).
P
Majority of trining in this area has been undertaken
FS will undertake statutory compliance training for members of staff where appropriate.
A
Catering Services will conduct training to comply with the new Licensing Act Scotland for the sale of alcohol.
A
In conjunction with HR Client Partner carry out training on HR for line managers.
A All management team will attend University
Employment law seminars.
9 In conjunction with SDU work towards
introducing a framework of ILM qualifications for supervisory staff.
R
Encourage all FS staff to undertake ECDL (European Computer Driving Licence).
P Through the PDR process encourage
specific training where appropriate.
A Encourage the management team to
attend the University PM course.
P Scheduled
Priority Works
Upgrade all signage in the Craiglockhart Building to the now established University standard- £15k.
A Complete
Invest £250k in the cosmetic upgrade of flats in Morrison Circus.
A Complete
Invest £300k in Phase II of the roof replacement works at Merchiston.
P Ongoing. Works will take place Summer 2009. Further works valued at £435k still have to
be agreed following the interrogation of the Conditions Survey from White Young Green and further consultation with others. It is hoped that a definitive list will be produced for agreement with the Director of Finance and then PEG, in May 2008.
