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Estates and Campus Services Update – June

Find out in this edition about the progress being made to the new Future Technology Centre, how the upgrade to Planon will benefit us all, and how we ensure the high standards in Catering Services.

Future Technology CentreFuture Technology Centre, Portland
Work continues to progress on site, with the concrete structure now completed, including the mezzanine floor. The shape of the building is clearly visible with the projecting pod structures at first, second and third floor levels. The steel frame that forms the roof structure will be installed shortly and the glazing to the south elevation. Internally the works have started with the cable trays and pipework for the mechanical and electrical services. The refurbished electrical transformer has been brought back to the site and is now located in its new plant room. View the FTC webpage for the latest time lapse video.

Planon upgrade
We are currently in the process of implementing an upgrade to the Planon system with the support of IS. It encourages and requires all contractors to interact directly with Planon.This provides more information in real-time for customers on jobs in response to feedback received from customers during business process reviews. This upgrade should mean a smooth link between Planon and the finance system, resulting in less duplication of input.The additional financial and operational information will be available to support strategic decision making and management information.

Whilst this project is being carried out, we are taking the opportunity to make sure the data that transfers to the new system is “clean data”. The list of stock is also being reviewed ensuring available suppliers, stock held (levels and valuation) are accurate and obsolete items are removed. We are also reviewing, updating and cross-referencing the list of building spaces and assets with contractors. We aim to deliver this upgrade during 2017.

Contracts streamlined
Three years ago the Strategic Maintenance Team had the unenviable task of managing 33 contracts covering the majority of Building Services and Building Fabric maintenance activities.

To streamline contract administration and improve service delivery to staff and students the number of contracts has reduced to five main ones:

  • Mechanical and Electrical – Corrigenda
  • Building Fabric – Mountjoy
  • Asbestos Analytical Services – Gully Howard
  • High Voltage Maintenance – Scottish & Southern Electric
  • Legionella Control – Churchill Environmental Services

New contracts commenced from 1 December 2016 when previous arrangements expired. After an extensive Business Process Review changes have also been made to our processes and procedures with the aim of responding quickly to customer requirements and improve service delivery. We understand from customer feedback that much improvement has been made on Building Fabric front and we will strive to ensure the other streams do likewise.

Dental Academy 3Investment Proposals

The Projects Team is currently busy with the current round of Investment Proposals. These range from the formation of student consultation rooms in Portland through to the complete refurbishment of the West Wing Dental Clinic that includes the fit-out of the clinic to ensure continued compliance with NHS requirements. All projects are to be delivered within tight time scales, especially the Dental clinic refurbishment which is to be delivered in 12 weeks including the specialist fit out over just 7 weeks.

Caretaker Rotation 2nd Phase
Given the success of the first Caretaker rotation, mentioned in last month’s update, the team is now entering the second phase that will embed the changes into their processes. Going forward all new starters will learn their group’s buildings first and then gain experience within other groups so that knowledge can be shared.

Catering Service continue to manage high standards
Food safety and the environment in which it’s prepared, are the top priority for catering services and as part of this, a monthly internal Health and Safety audit has just been carried out. The department currently holds Portsmouth City Council 5 star environmental health status and to maintain this high standard they still undertake regular internal checks.

The audit focuses on the following areas:
Training and competence – Ensuring all staff keep up to date with essential training for their role including lifting, food safety, incidents reporting and an understanding of the food allergen requirements to a leave of advising customers.

Health and Safety systems – Monitoring the H&S and food safety management documents and checking their operational effectiveness, including temperature monitoring and what to do when the Environmental Health Officer visits.

Communication, coordination, and consultation – Ensuring Health and Safety management is effective and enables feedback and input from the workforce.

halls octBest University Accommodation for Groups
The University of Portsmouth was shortlisted as a finalist in the 2017 Group Travel Awards, voted by readers of the Group Travel Organiser magazine.

The UK Group Travel Awards have earned the reputation as the most distinguished and respected event serving the group travel market and as the awards are voted for by readers of the magazine, they reflect a highly valued endorsement from customers.

The nomination for Portsmouth reflected the high levels of customer satisfaction and delivery of excellence in both Conferences and Lettings and Residential Services. Portsmouth did not win on this occasion, but they are previous winners of this prestigious award.

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