London Estate Management

London Estate Management

A brief outline of our intended journey - Shaping Our Future

Mark FinchHead of Estates

Introduction

• The justification and drivers for change

• The journey

• The scope of our activities

• Reporting “value for money”

• The values

London Estate Management

The justification and drivers for change

• Estates to be considered as an integral “partner” to

the businesses success.

• To be considered a valued partner to the business.

• By having reliable systems and processes• To challenge the business requirements• To get what the business wants at the best price• To do everything professionally and in the most efficient manner

– best practice

London Estate Management

The justification and drivers for change

• Changing expectation from the people Arup recruit demanding improved services.

• Our estate by 2009 will all have been constructed in this Millennium, modern and have a very different maintenance and support regime.

• As we consolidate into fewer buildings it will mean changing the way we operate.

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• What is our scope - agreeing the expectation

• Mapping our processes against the current and future business requirements.

• How do we define the business current perception - “Where are We Now” and “What is The Arup Way?” The VFM Indicators. How do we grade?

• Comparing the current process and developing smarter processes, measuring our performance, SLA’s, KPI’s, training and development, communications, best practice

The Journey

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The Journey

• Where do we want to be, the destination ?• Agreeing our Vision

• How do we achieve it – the journey- • Learning what is best practice• Improving our skills• Communication to each other• Developing and delivering to a plan• Communicating the plan and the progress.• Reviewing the successes

London Estate Management

Estate ManagementThe scope of our activitiesFunctional and Strategic

• Managing the revenue costs (Occupancy, Building Operations and Estate Management Costs).

• Capital expenditure

• Statutory compliance and accessibility

• Project management

• Space utilisation

• Environmental sustainability

• Functional suitability

• Delivering Flexibility

• Satisfaction of internal customers

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• Desk, Furniture, Storage.

• Pest Control

• Waste Disposal

• Cleaning

• Internal Plants and Flowers (and Christmas Trees!)

• Car Parking, Car/Taxi Services and Shuttle

• Space Planning Services

• Moves and relocations

• Buying

Estate Management Service Delivery

London Estate Management

• Security

• Vending and Food Services

• Reception Services

• Post Room and Internal Distribution

• Reprographic Services

• Meeting Room Services

• AV Services

• Fabric Services

• Infrastructure Services -

• Mechanical and Electrical

Estate ManagementService Delivery

London Estate Management

Is the Estates Management Function efficient and cost effective?

Does the Estates Management Function help to ensure Arup has buildings which are fit for purpose and which comply with key statutory requirements?

Does the Estates Management Function help to ensure Arup makes best use of the estate?

The Value For Money Indicators

London Estate Management

• Does the Estates Management Function effectively support Arup in minimising the estates impact on the environment?

• Does the Estates Management Function manage maintenance and capital projects effectively?

• Are Internal Customers satisfied with the services provided by Estates Management Function?

• Are the Internal Customers satisfied with the functional suitability of the estate?

The Value For Money Indicators

London Estate Management

• Primary Indicators,Such as property costs, accommodation (sq/metre) per employee, property maintenance back log, User/ stakeholder satisfaction, good practices adopted,

The Value For Money Indicators

• Secondary IndicatorsSuch as cost of estate management function, occupation costs, space use efficiency, capital expenditure, energy consumption, water consumption, waste recycling, accessibility etc.

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Stakeholders and Internal Customers Perception

Undertaking the Gap Analysis and identifying and agreeing the deficiencies and improvement opportunities.

Proposing the journey and prioritising the business plans, establishing a time line.

Value For Money Indicators

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Stake Holders and Internal Customer Perceptions Changed

The achievement of the business plans

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The JourneyEvaluation against the VFM Indicators

The Journey – A pictorial example

Day 0 Day 180

Help Desk

Phase 2Occupation

New Cleaning Contract

New Vending Contract

Health and SafetyUser Guides

Cleaning Contract Rest of Estates

Customer S

Occupation 8 Fitzroy

London Estate Management

Quality and Excellence

Quality in everything one does professionally and personally.

Quality in one's human relations was as important to Ove Arup as quality in the artefacts he designed.

Excellence was something to strive for - probably never attainable.

London Estate Management