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new ways of working enabled by technology




     21st Century Office
          Showcase
new ways of working enabled by technology




www.publicsectornomads.com | www.digitalnomads.co
new ways of working enabled by technology
Some Key Stats
• Administration for 100+ services moved to
  Riverside House
• 2,000 employees
• Better services
• Higher staff satisfaction and better work / life
  balance
• Saved £x,000,000 by doing it ourselves
• Saving £2m per year on accommodation costs
WorkSmart
     The Assets
Building Design Principles and Fitout
 Paul Smith – Estates & WorkSmart Mgr
WorkSmart
Why
WorkSmart?
Where we came from
• Town Centre staff spread across 7 buildings
  and a Town Hall.
• Very poor building condition and all with
  extensive asbestos which restricted
  operations.
Where we came from
• Much equipment
  beyond point where
  support and
  replacement parts
  were available.
• Suitability of buildings
  was poor. i.e.:-
   • Disabled access not
     always possible.
   • ICT infrastructure/ inc
     server room.
   • Cellular offices
     restricting interaction.
   • Library Arts Centre
     services restricted.
Where we came from.
• Poor efficiency of
  building space usage:-
  •   1 Desk per employee which
      surveys indicated were only
      occupied, on average, for
      60% of the working day.
  •   Paper and documents
      storage taking up large
      areas of office floor space.
      Information security.
  •   8 building receptions &
      customer service points,
      leading to customers
      having to visit multiple
      buildings.
  •   8 separate post rooms and
      procedures.
  •   Separate cellular offices for
      most senior managers..
Where we came from
• Rotherham
  Renaissance (RDA
  regeneration
  programme for the
  town centre)

• On going proven
  programme of agile/
  home working with
  low take-up.
What we decided to do
• Business case indicated it was
  more cost effective to relocate
  to a new build than to refurbish.
  (by £85 million over 35 years)
• New build option opened up
  many opportunities to support
  Renaissance objectives.
• Office requirement to be
  reduced by rolling out agile
  working to all staff.
• Issued competitive dialogue
  OJEU in April 2006.
   • Lot 1 New Council Building
   • Lot 2 New Cultural Centre
   • Lot 3 Redevelopment of vacated
     sites
What we decided to do
• It quickly became apparent that the proposed
  building could not be delivered in isolation and
  that an extensive programme to change the
  way the council worked was required. This
  became the WorkSmart programme.

      Changes in property should
       be informed by long term
       service requirements and
        ideally not the other way
                 around.
Governance
                           Keep it simple and delegate appropriately


                                                            SLT and Cabinet




                                                       WorkSmart Steering Group /
                                                            Project Sponsor
                                                             Karl Battersby




                                                         WorkSmart Programme
                                                               Manager
                                                              Paul Smith




WorkSmart Accommodation       WorkSmart HR Programme   WorkSmart Implementation      WorkSmart ICT Programme   WorkSmart Communications
  Programme Manager                  Manager             Programme Manager                   Manager              Programme Manager
      Gary Gaunt                  Theresa Caswell           Robert Parker                 Richard Copley               Ceri Davis




                                                        Directorate Implementation
  Accommodation Projects            HR Projects                                            ICT Projects          Communications Projects
                                                                  Projects
What is WorkSmart?

„WorkSmart is modernising
  the way we work to make
 the Council more efficient,
  leading to better services
   for citizens and a better
     work life balance for
          employees‟
Riverside House Agreed Delivery
              Model

• Commercial (FR&I) Lease
  over 35 Years of a BCO
  standard CAT A Office.

• As part of the OJEU the
  developer‟s main
  contractors, professional
  team and subcontractors
  were employed to
  complete the Cat B fit out
  for the tenant (council).
  Saving around 6 months
  and up to £3 million in
  abortive works/ fit out
  costs.
Riverside House Agreed Delivery
              Model

• Procurement of all
  suppliers and
  subcontractors via the
  main contractor on an
  open book with fixed
  overheads, profits and
  prelims.

• Council carried out is
  own ICT fitout and
  commissioning, but the
  machine room, racks
  and cable infrastructure
  were by the contractor.
Riverside House
         Construction Team
Shell & Core Team                 Fit Out Team

 DEVELOPER                                       TENANT
 Evans Property Group                            Rotherham MBC
 James Pitt                                      Paul Smith
 (0113) 2711888                                  (01709) 254 061


 QS / EMPLOYERS AGENT                            QS / EMPLOYERS AGENT
 Turner & Townsend                               Turner & Townsend
 David Cadenhead                                 David Cadenhead
 (0114) 272 9025                                 (0114) 272 9025

 ARCHITECT                                       INTERIOR DESIGNER
 CJCT careyjones chapmantolcher                  CJCT
 Patrick Evers                                   Paul Chapman
 (0113) 224 5000                                 (020) 7269 9400


 MAIN CONTRACTOR                                 MAIN CONTRACTOR
 GMI                                             GMI
 Nick Shepherd                                   Nick Shepherd
 (0113) 276 0505                                 (0113) 276 0505


 PRINCIPLE ENGINEERS                             PRINCIPLE ENGINEERS
 WSP Leeds                                       WSP Leeds
 Russel Greenwood                                Russel Greenwood
 Director                                        Director
 (0113) 395 6200                                 (0113) 395 6200
Riverside House Design Criteria

• Following the floods of 2007, which inundated the site
  and caused a loss of electrical supply to the town
  centre for 24 hours, the following building resilience
  enhancements were added to the specification:-
   – Backup generator to support the whole building 2Mva.
   – Ups to support ICT on power failure
   – Flood defence height increased to a 1 in 100 year event +
     climate change + freeboard. (900mm above planning
     requirements).
   – Drainage can be pumped to tanker in times of a major flood.
• Generator controls are now being modified to sell
  power back to the grid at peak times and to support
  the building when electricity costs are at a premium.
  Saving up to £45,000 per annum.
Riverside House Design Criteria

• 16,000 m2 Nett Internal
  Area (20,000 Gross)
• 1 desk per 8.5 m2 in the
  office spaces
• Excluding Public Areas
  (Ground Floor) 1 Desk per
  10m2 NIA
• 5.8 desks to every 10
  office employees.
• 1306 Desks supporting up
  to 2241 employees
• 5.8m2 per employee
  against a government
  target of 12m2 per
  employee.
Riverside House Design Criteria

• Library/ Arts and Gallery
• Customer Service Centre
• Registrars Office & record
  storage
• Café
• Social Services Case
  Conferencing Facilities. With
  a separate public entrance.
• Statutory Small Marriage
  Room (Marriages now at the
  Town Hall & Museum)
• Emergency Control Rooms
  which double up as ICT
  training rooms.
Riverside House Design Criteria
Meeting Rooms/ Individual Offices In Riverside House.
• All rooms have AV including IP TV (5 pre-set
  channels).
   - 49 off  4 Person Quiet Pods/ Booths (not bookable)
   - 8 off   4 Person
   - 8 off   8 Person
   - 4 off   8 Person (Flexible Configuration can be 2 x 16)
   - 2 off   12 Person
   - 2 off   16 People (Flexible Configuration can be 1 x 32)
   - 1off    18 Person
   - 4 off   20 Person
   - 2 off   15 Person Emergency Control/ ICT Training Rooms
   - 5 off   Directors Offices with 6 Person meeting Table
• 8 person and above have IR induction loops
• 16 person and above have audio enhancement and Blu-ray
  players.
WorkSmart
Meeting Room Images
WorkSmart
Quiet Booths/ Pods
WorkSmart
• Space Allocation:-
  – Fixed worker
     • 1 desk per fixed worker
     • An assigned Locker 0.45 lm
     • Assigned Team Storage 1.5lm.
  – Flexible worker
     • 5.8 Desks per 10 Flexible
       Workers
     • An assigned Locker 0.45 lm
     • Assigned Team Storage 1.5lm.
  – Mobile Worker
     • 1 Desks per 4 Flexible Workers
     • An assigned Locker 0.45 lm
     • Assigned Storage 0.8 lm.
  – Permanent Home Worker
     • No allocation in the office
WorkSmart
• Space Design Standards:-

• Staff Facilities
   – 12 Showers (2 Disabled)
   – 9 Lifts ( inc 2 Fire Lifts + 1 goods
     lift)
   – Prayer/ Contemplation Room
   – Medical Room
   – Parenting Room
   – Public Café + Kitchens/ Tea Points
     + Vending + Breakout spaces

• Improved Security
   – Electronic Pass systems
   – CCTV Coverage
DELIVERIES




                      CAR PARK
                      ENTRANCE




             Basement Floor Plan
Ground Floor Plan                        Library Arts
                                               Wing A
  Marriage
   Room


   Case
Conferencing                                    Entrance

   Suite



                                                Café
      CSC
     Wing B                        Building
                                   Reception
                    Library Arts
                      Wing C
Kitchen,
                                  Vending &
                                Break Out Area




Toilets &
 Stairs

                        Lifts

                         Meeting
                          Room




                   Kitchen,
                  Vending &
                Break Out Area

            First Floor Plan
Kitchen, Vending
                       & Break Out Area



Toilets &             Lifts
 Stairs
                       Meeting
                       Rooms



                                  Kitchen,
                                 Vending &
                                 Break Out
                                   Area




            2nd & 3rd Floor Plan
4th Floor Plan
                                             IT Office
                                              Space         Kitchen, Vending
                                                            & Break Out Area

             ICT Server
               Room



              Registry       Plan
                                                                     CX &
ICT Build                                                          Strategic
               Store        Printing
  Area Emergency                                                   Directors
          Control                                                   Offices

                                                                   Prayer Rooms

                                                                     Urban
                                                                     Traffic
                                                                     Control
                          Meeting                                     Room
                                       Parenting Room    Medical
                          Rooms
                                                          Room
5th Floor Plan
WorkSmart
Decant into Riverside
Decant is a major project in its own right.
        •   Decant Project Manager
        •           Don‟t forget about
            Directorate WILs took up a secondary role as Decant

            •
                    work and costs to
            Champions to collate information on each teams:-
                Reasonable adjustments
            •
            •       decommissioning
                Specialist ICT needs
                Storage allocation
            •   Lockers

        •
                 and holding to 200 employees on a Friday -
            One Move per week of up
                                     vacated
                        buildings…
            Monday is much easier to manage than 40 per day 5 days
            a week.
        •   Move guide detailing all employees need to do and know.
        •   Detailed co-ordination with ICT department particularly
            around desktop equipment.
        •   Decant & IT staff available on site when employees first
            arrive, removes many issues at source.
        •   Weekly feedback meetings with occupants.
Asset Outcomes
• Reduction in Town centre floor area from 45,000 m 2 to
  30,000 m2
• Reduction in town centre buildings energy costs from
  £867,000 to £396,000 a year.
   – Energy cost per employee reduced from £369 to £166 per
     annum (Riverside = £122 Pa)
• 58 workstations for every 100 previous desks.
   – Desk usage survey indicate we still have an average of 40%
     free desks across the week. So we will be looking to bring
     more staff in.
• Vastly improved resilience of building and ICT
  systems.
• £85 million less (over 35 years) than option of
  refurbishment alone.
• £180,000 per year less office churn.
ICT
A Key Enabler of WorkSmart


      But not
       rocket
     science…
Laptops For All Staff
To support hot-desking and remote working.

>90% of RMBC‟s 4500 computers are now laptops

                 750 laptops
         delivered each year


     Sometimes
     laptops are
      overkill…
Thin client
To make computing device-independent




                                  But don‟t
                                  close the
                                   desk to
                                   others
Bring Your Own Device (BYOD)
Win-Win!




                         Security is
                         everything
VPN (Virtual Private Network)
To securely access systems from outside the Council
network.

                             2000 accounts live

    VPN is not
     the only
   game in town
MyMail (Outlook Web Access)
To access your RMBC email from any computer.




 Available to
 all staff by
 default.
Open Outlook Calendars
To quickly see where colleagues are and when they are
available.

Mandated for
all staff.
    There are
   ways to make
    it work for
     everyone
Resource Booking System
Meeting room booking


  Condeco
  Booking
  System is             Staff don‟t
  Now Live             have time to
                        search for
                          rooms
VOIP Telephony
To easily log on to your phone extension from anywhere – a
key enabler of the accommodation strategy.


 4000 extensions live.

 Softphones for home
                   Call flow, call
 workers.
                       flow, call flow
Conference Calling
To reduce the need for travelling to meetings.




                                Conf. call
                                 etiquette
                                training is
                                important
Follow Me Printing, Fax & Scan To Me
To enable more flexible and efficient printingscanning.


   Collect prints fromSide benefit –
   any machine.      45% reduction
                         in print
                        volumes
 No traditional fax machines in
 Riverside – incoming faxes are
 delivered as email attachments.
 Outgoing faxes are send from MFDs.
Public Internet Access
To enable more citizens and Members to use iPhones,
iPads etc to access the Internet from Riverside‟s café and
the Town Hall


                              Useful for
                             partners and
                             popular with
                                 staff
RedGreen Network Segregation
Allows closer partnership working.


   The network
   detects non-
   RMBC machines              Public WiFi is
   and routes then            a better way
   out to the
   Internet to allow            to do this
   partners to work
   from Riverside
Desk-level power
So that people don‟t have to crawl around
under desks
PC Virtualisation
Saves on valuable desk space




  Eliminate PCs                You can‟t start
  acting as
                               this too soon…
  serversreporting
  machines through
  virtualisation.
BCPDR – a huge side-benefit to agile working


                           2013 snow >700
                          people available
                          to work because
                          of remote access
                            technologies
New Data CentreNew Network


Backup
systems for air
conditioning,       Don‟t bite off
power and fire      more than you
suppression.         can chew…
new ways of working enabled by technology




     21st Century Office
          Showcase
WorkSmart –
Implementation of
  Agile Working
    Theresa Caswell
   HR Programme Mgr
The Challenge
• To introduce new ways of (agile) working including
  introduction of new technology to 2000 employees
• Achieve 42% reduction in desk occupancy
• Relocating 2000 employees from their current
  location to new office
• Reduce paper files to meet a reduced storage
  allocation
• Provide better customer service through improving
  the „way we work‟
• Reduce costs

All with minimal employee relations issues!
What we wanted to avoid

• Increasing footprint/storage space
• Customers being affected by the move
  and change in work styles
• Employment relations issues
• „Down Time‟ resulting from change not
  being effective
• Affects on staff morale and impact on
  performance
Our starting point
• Staff suspicious of desk reductions
• Myths – mistrust in the process „only doing
  this to fit in to the building‟
• „It will never work‟
• Staff pushing the boundaries on protocols
• Management clinging to „passive face time‟
• Management worries about performance
  management – out of sight, out of mind
• The costs of „agile working‟

               “Change”
WorkSmart Business Case
Realisation targets
The Council has adopted the following WorkSmart benefit targets.

       •   15% increase in personal productivity over 5 yrs (i.e.
           personal time savings)

       •   20% reduction in business miles travelled & expenses
           costs in 2010/11. Increasing to 30% by 2011/12 (Base year
           2007/8).

       •   Reduce workstation numbers by 33% across the corporate
           estate by 2014.

       •   Reduce office estate across localities by 33% by 2014 &
           realise resultant savings.

       •   Improve measures of staff satisfaction
WorkSmart Benefits
Realisation targets


    These targets are to be incorporated
       into Directorate / Department
      Service plans, department Asset
         Plans and into the existing
    Performance Management Systems.
Our Approach
•   Change management programme
•   Challenge „the way we do things round here‟
•   Dispel myths, put fears in context – myth buster
•   Involve staff - clear communications plan
•   Survey staff opinion – empowerment
•   Job role – invite suggestions on how things can be
    done better
•   Business case approach for agile working
•   The „flexible‟ workstyle was adopted as the
    standard for all staff
•   Plan would follow a phased approach and include a
    „quick win‟ team and a more „challenging‟ team
•   Each Directorate had a dedicated resource
Directorate Teams
            Directorate      Direcorate Programme   WILS              Requirement Analyst
            Sponsor          Manager (M3)

EDS         Diane Douglas    Diane Douglas          Jane Evans        Kirsty Faundez
Resources   Phil Howe        Dave Sissions          Tracy Blakemore   Lyndsey Woodger
CYPS        Warren Carratt   Warren Carratt         Emma Hayes        Barrie Hardwick
NAS         Dave Roddis      Dave Roddis            Sharon Barker     Denise Mitchell
Implementation –
Activities Undertaken
Implementation Programme involved the completion of a number
of activities across 4 stages: -

• 1 - Kick off
   – Identify local stakeholders, including local sponsors,
      influencers, adopters
   – Develop a local Communications plan
   – Launch/kick-off event

• 2 - Explore
   – Conduct senior stakeholder interviews – identify enabler and
      objectors
   – Engage staff through focus groups
   – Conduct analysis Activities: DILO, Space Utilisation, Gap
      Analysis workshop
   – Produce the benefits Case
Implementation –
Activities Undertaken ..cont.
• 3 - Design
   – Conduct solution Design workshop
   – Develop local business case
   – Conduct solution Design approval interviews with senior
      stakeholders
   – Document solution proposal and submit for approval

• 4 - Plan
   – Develop transition and people change plan
   – Develop Benefits realisation plan
   – Acquire acceptance/sign off

• The ultimate outcome being the production of a recommended
  solution – tailored to the team/service
Example Findings

                            •     Space Utilisation
                            •     It is useful to conduct a space utilisation exercise before, during and
                                  after to measure the impact
                                                                                                                                                                    0%
                                                  Service Name - Detailed Space Utilisation 14-18 March 2011)
                   16

                   14
                                                                                                                                                            46%                   45%
                   12
Workstation Occupancy




                   10
                                                                                                                                                 Occupied
                        8                                                                                                                        Signs of
                                                                                                                                                 Life
                        6                                                                                                                                            9%
                        4

                        2                                                                                                                                         Occupied
                        0
                            Mon Mon Mon Mon Tues Tues Tues Tues Wed Wed Wed Wed Thurs Thurs Thurs Thurs Fri Fri Fri Fri
                            9.00 10.30 14.00 15.00 9.00 10.30 14.00 15.00 9.00 10.30 14.00 15.00 9.00 10.30 14.00 15.00 9.00 10.30 14.00 15.00
                                                                                                                                                                  Signs of Life
                                                                                Day / Time

                                                                                                                                                                  Empty
Findings continued

Diary Analysis / DILO
Phase One Team
• Approximately:
   – 40% of time per week is spent on research and
     reading („Other‟ activity includes delivering and
     receiving training)
   – 20% of time per week is Admin updating systems
     and paper-based
   – Only 20% of time is spent in face to face contact
     either with the customer or internal

• Overall, around 80% of all activities recorded in this
  exercise can be undertaken from any location e.g.
  Reading / Research, e-mails, admin, telephone
  calls, data input etc.
Implementation

• Phased approach
• Stepped Process
• Tools – Space utilisation, DILO‟s, work
  shadowing
• Information gathering and local business
  case
• Barriers/enablers              Managers
• Gap Analysis                  implement!
• Recommend solution
Recommended
Workstyle
WorkStyles - definition
   Fixed Location                 Flexible Location                       Mobile                              Home

• 100% desk allocation           • 58% desk allocation         •   25% desk allocation             – No desks allocated to

• Fixed location                 • (10 people per 5.8 desks)   •   (4 people per 1 desks)            home workers
                                                                                                   – Support to work from
• Specialist equipment           • Ability to log on to any    •   Ability to log-on from any
  (where required) e.g.            fixed or flexi desk             flexi-desk or fixed desk          home
  chair                                                                                            – Home Furniture (desk,
                                 • Personal locker storage     •   Personal locker storage
• Storage – Filing cabinets                                                                          chair & file storage)
                                 • Resource booking            •   Co-location of team / team
  (and electronic)                                                                                 – Ability to use flexi desk in
                                   system                          area
• Access to additional work                                                                          office
                                 • Co-location of team /       •   Mobile workers may be
  space                                                                                            – Home Based roles are
                                   team area                       required to visit their admin
• Co-location of team /                                            base but the majority of          typically data processing
                                 • The work may also be                                              type roles that do not
  team area                        carried out occasionally        their work is carried out in
                                                                   the community e.g. Social         require face to face
• A specific front facing role     from home e.g. Human
                                                                   Workers, Clerk of Works,          contact e.g. processing
  that has to be delivered         Resources Officer, M3
  from a fixed point e.g.                                          Buildings Managers                claims for revenues and
                                   Manager, Business                                                 benefits, remote ICT
  Cashier
                                   Support Officer                                                   support.
Findings
• Some areas of good practice already existed – case
  of formalising how they already worked – quick wins
• Most duties could be undertaken from any location
  i.e. research, telephone calls, data input
• The extent of the 4 stages were tailored to suit
  similar teams – did not always need to take all teams
  through the whole process e.g. social work team
• Desk reduction overall achieved from team, service
  or Directorate
• Reasonable adjustment requirements within most
  teams – do not underestimate but also do not go
  further than necessary
• Reasonable adjustment solutions were designed for
  all where possible and bespoke where not possible
HR Policies
Develop or review ;-
-Home Based Working
-Office Protocols
-Occasional Working from Home
-Information Security
-Travel & Expenses – travel and parking
                             WorkSmart
Policies Continued….
- Health & Safety
    - Lone working                Ensure HR
    - DSE                       Data is current
    - Risk Assessments
    - Fire procedures
-Reasonable Adjustments –                 Produce
                                          baseline
 Accommodation, travel etc             information as
                                         benchmark
-Working hours/Flexi scheme
-Performance management –
 is existing policy fit for purpose?

                                           WorkSmart
Communication &
Consultation
External

• Public consultation – planning,
  Disabled users, Civic Society etc
• Media relations
• Communication with customers on
  services – closing/opening of
  buildings
Communication & Consultation
Plan
What to include;-
   -Stakeholder analysis – identifies the
    resistors/supporters
   -Survey Employee opinion – WLB, Flexible
    working, Accommodation
- Provide employee open days
- Set up a Trade Union/Worker Rep
  consultation group
- Promote case studies
- Circulate newsletters
                                    WorkSmart
Communication
& Consultation Continued ………

• Provide regular updates to Elected Members
• Provide more informal ways to communicate e.g discussion
  board, E-mail address
• Develop FAQ‟s
• Brief Teams regularly

Pre-move
• Comms to prepare for move – offer visits to new building
• Provide move guide and briefings
Post move
• Hold drop in sessions, weekly communications – you asked
  we did!
• Celebrate success – promote good news stories – internal/
  external promotion, aids recruitment
                                              WorkSmart
Staff
Consultation
   Event
Results
634 consultation forms were completed by visiting staff
Questions were split into 4 main areas
Accommodation :
• The survey gave a clear indication that staff preferred option
  1 layout and desking (120° desks)
• In terms of decor, mood board 1, “contemporary”, was the
  most favoured, also staff chose a wood veneer finish to
  desks as opposed to white or coloured

• In terms of breakout furniture staff had a preference for
  sofas and armchairs over tables and chairs
Results
Car Parking /Transportation

• A third of the respondents were concerned about the amount,
  proximity or quality of the proposed parking provision

• A quarter felt that they must have a car readily available in
  order to carry out their work duties
• 17% felt strongly that staff should not have to pay or pay so
  much to bring their cars to work
Results
Agile Working

• Survey results and feedback on the day were mostly very
  positive, both about the event and WorkSmart (45% positive,
  24% cautiously optimistic)
Technology

• A majority of staff (69%) believed that they would be
  provided with the technology to work in an agile way
Learning & Development
Areas to consider
-Change management
-Induction to new building
-Flexible working – manager/employee module
-Fire safety
-Display Screen Equipment
-ICT – e-learning to support agile working
 e.g. outlook calendar

E-learning or classroom based?

                                     WorkSmart
Key HR Outcomes

• Reduced sickness absence - 7.96 days
  average per employee/annum (9.62 at the
  start of project – 2007/8)
• Reduced Mileage
• Employee Opinion Survey Results
                                                   2012   2008
   My manager actively promotes and supports
   flexible working & work-life balance            72%    65%
   I am proud to work for the Council              66%    62%

   Overall, I am satisfied to be working for the
   Council                                         72%    63%*
Key Outcomes
• Reduction in workstation numbers (reduced by 42%)
  2010/11 Reduction of 316,523 miles from previous year
  generating £126,609
• Efficiencies realised by reducing reception points
• Increased data security
• Better working environment enhanced
• Enhanced personal effectiveness
• Active face to face time – more cross department
  working
• Better customer services
• Greater employee satisfaction
• Business continuity safeguarded through more flexible
  ways of working
Future Measures
Future measures to be realised;-

• 15% increase in personal productivity over 5 years.
  (i.e. personal time savings)
• Reduce office estate across localities by 33% by
  2014 and realise resultant savings (currently at
  30%)
• Reduce desk occupancy further in 2013 as desk
  occupancy surveys indicate
• Improve the measures of staff satisfaction
Gary Gaunt
Project Manager
Consultancy
Background
 – Provided to another local authority
 – 1600 employees over 10 town centre
   locations
 – New civic office accommodation housing
   900 workstations (60% desk occupancy)
 – Approached in March 2012 to provide
   guidance on WorkSmart principles
 – Approached in June 2012 to provide
   project management
Why Were We Asked To Support?

 • Client had limited project management
   resources and experience
 • Short timescales involved
 • Proven track record on delivery
 • Tested processes and material
 • Local Authority knowledge
 • Experience of knowledge transfer
What did we provide?
•   An adapted WorkSmart methodology
•   Training to the core team on the process
•   Documentation and tools to support the process
•   E-Learning packages
•   Policies and procedures
•   Advice and guidance

Provided Project Management on;-
• WorkSmart
• Furniture and ICT fit out
• Operational requirements & Decant
What we provided?

Provided Project Management on;-

•   WorkSmart
•   Furniture and ICT fit out
•   Operational requirements
•   Decant
WorkSmart Project
Overall Reflection
What Went Well?

•   Project on time, on budget
•   Desk occupancy achieved
•   Centralised integrated team
•   Empowerment – delegated decision making
•   Senior Leadership Team & Member buy in
•   Continuity – team members (WorkSmart/Decant)
•   No employee relations issues
•   Positive feedback from staff
•   Preparation – implementation of agile working in existing
    locations
Reflection

What Would We Do Differently?

• ICT refresh package – centralise costs to remove
  barrier (e.g. VPN token)
• Desktop v laptop v mobile device
• Be aware of other initiatives – that may affect
  project delivery
• Full time resource allocation to a dedicated project
  team
new ways of working enabled by technology




     21st Century Office
          Showcase
Worksmart

            Nigel Hancock

Rotherham Metropolitan Borough Council

            DEVELOPMENT MANAGER
The Planning Application Process may be better
understood by mapping its sub processes

 Each sub process requires a different amount of effort to complete it

        Pre Application
        Receipt
        Validation
        Other Admin tasks
        Consultation and Notification
        Evaluation
        Delegated decisions
        Committee decisions
        Decision making
        Discharge of conditions
        Post decision amendments
How Much Does It Cost?

•   Sub process                     Council 1   Council 2     Council 3
•   Pre Application                 £ 53,407    £ 270,419     £ 372,949
•   Receipt                         £ 16,588    £ 42,647      £ 39,576
•   Validation                      £ 25,266    £ 203,232     £ 287,140
•   Other Admin tasks               £ 26,104    £ 48,030      £ 89,618
•   Consultation and Notification   £ 11,806    £ 124,478     £ 267,448
•   Evaluation                      £ 102,090   £ 425,847     £ 762,831
•   Delegated applications          £ 78,242    £ 226,835     £ 523,770
•   Committee applications          £ 30,591    £ 196,976     £ 206,950
•   Decision                        £ 7,748     £ 82,237      £ 93,884
•   Discharge of conditions         £ 13,365    £ 67,415      £ 110,611
•   Post decision amendments        £ 7,283     £ 33,669      £ 32,842
•   Managing the process            £ 30,736    £ 117,809     £ 143,065
                                    £ 403,226   £ 1,839,592   £ 2,930,684
Pre Application                 Receipt                               Validation
             Other Admin tasks               Consultation and Notification         Evaluation
             Delegated applications          Committee applications                Decision
             Discharge of conditions         Post decision amendments



Selby

olton

Bury

orley

 ham

eeds

ding

eton

        0%      10%        20%         30%   40%       50%        60%        70%         80%    90%   100%
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology
New ways of working enabled by technology

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New ways of working enabled by technology

  • 1. new ways of working enabled by technology 21st Century Office Showcase
  • 2. new ways of working enabled by technology www.publicsectornomads.com | www.digitalnomads.co
  • 3. new ways of working enabled by technology
  • 4. Some Key Stats • Administration for 100+ services moved to Riverside House • 2,000 employees • Better services • Higher staff satisfaction and better work / life balance • Saved £x,000,000 by doing it ourselves • Saving £2m per year on accommodation costs
  • 5. WorkSmart The Assets Building Design Principles and Fitout Paul Smith – Estates & WorkSmart Mgr
  • 8. Where we came from • Town Centre staff spread across 7 buildings and a Town Hall. • Very poor building condition and all with extensive asbestos which restricted operations.
  • 9. Where we came from • Much equipment beyond point where support and replacement parts were available. • Suitability of buildings was poor. i.e.:- • Disabled access not always possible. • ICT infrastructure/ inc server room. • Cellular offices restricting interaction. • Library Arts Centre services restricted.
  • 10. Where we came from. • Poor efficiency of building space usage:- • 1 Desk per employee which surveys indicated were only occupied, on average, for 60% of the working day. • Paper and documents storage taking up large areas of office floor space. Information security. • 8 building receptions & customer service points, leading to customers having to visit multiple buildings. • 8 separate post rooms and procedures. • Separate cellular offices for most senior managers..
  • 11. Where we came from • Rotherham Renaissance (RDA regeneration programme for the town centre) • On going proven programme of agile/ home working with low take-up.
  • 12. What we decided to do • Business case indicated it was more cost effective to relocate to a new build than to refurbish. (by £85 million over 35 years) • New build option opened up many opportunities to support Renaissance objectives. • Office requirement to be reduced by rolling out agile working to all staff. • Issued competitive dialogue OJEU in April 2006. • Lot 1 New Council Building • Lot 2 New Cultural Centre • Lot 3 Redevelopment of vacated sites
  • 13. What we decided to do • It quickly became apparent that the proposed building could not be delivered in isolation and that an extensive programme to change the way the council worked was required. This became the WorkSmart programme. Changes in property should be informed by long term service requirements and ideally not the other way around.
  • 14. Governance Keep it simple and delegate appropriately SLT and Cabinet WorkSmart Steering Group / Project Sponsor Karl Battersby WorkSmart Programme Manager Paul Smith WorkSmart Accommodation WorkSmart HR Programme WorkSmart Implementation WorkSmart ICT Programme WorkSmart Communications Programme Manager Manager Programme Manager Manager Programme Manager Gary Gaunt Theresa Caswell Robert Parker Richard Copley Ceri Davis Directorate Implementation Accommodation Projects HR Projects ICT Projects Communications Projects Projects
  • 15. What is WorkSmart? „WorkSmart is modernising the way we work to make the Council more efficient, leading to better services for citizens and a better work life balance for employees‟
  • 16. Riverside House Agreed Delivery Model • Commercial (FR&I) Lease over 35 Years of a BCO standard CAT A Office. • As part of the OJEU the developer‟s main contractors, professional team and subcontractors were employed to complete the Cat B fit out for the tenant (council). Saving around 6 months and up to £3 million in abortive works/ fit out costs.
  • 17. Riverside House Agreed Delivery Model • Procurement of all suppliers and subcontractors via the main contractor on an open book with fixed overheads, profits and prelims. • Council carried out is own ICT fitout and commissioning, but the machine room, racks and cable infrastructure were by the contractor.
  • 18. Riverside House Construction Team Shell & Core Team Fit Out Team DEVELOPER TENANT Evans Property Group Rotherham MBC James Pitt Paul Smith (0113) 2711888 (01709) 254 061 QS / EMPLOYERS AGENT QS / EMPLOYERS AGENT Turner & Townsend Turner & Townsend David Cadenhead David Cadenhead (0114) 272 9025 (0114) 272 9025 ARCHITECT INTERIOR DESIGNER CJCT careyjones chapmantolcher CJCT Patrick Evers Paul Chapman (0113) 224 5000 (020) 7269 9400 MAIN CONTRACTOR MAIN CONTRACTOR GMI GMI Nick Shepherd Nick Shepherd (0113) 276 0505 (0113) 276 0505 PRINCIPLE ENGINEERS PRINCIPLE ENGINEERS WSP Leeds WSP Leeds Russel Greenwood Russel Greenwood Director Director (0113) 395 6200 (0113) 395 6200
  • 19. Riverside House Design Criteria • Following the floods of 2007, which inundated the site and caused a loss of electrical supply to the town centre for 24 hours, the following building resilience enhancements were added to the specification:- – Backup generator to support the whole building 2Mva. – Ups to support ICT on power failure – Flood defence height increased to a 1 in 100 year event + climate change + freeboard. (900mm above planning requirements). – Drainage can be pumped to tanker in times of a major flood. • Generator controls are now being modified to sell power back to the grid at peak times and to support the building when electricity costs are at a premium. Saving up to £45,000 per annum.
  • 20. Riverside House Design Criteria • 16,000 m2 Nett Internal Area (20,000 Gross) • 1 desk per 8.5 m2 in the office spaces • Excluding Public Areas (Ground Floor) 1 Desk per 10m2 NIA • 5.8 desks to every 10 office employees. • 1306 Desks supporting up to 2241 employees • 5.8m2 per employee against a government target of 12m2 per employee.
  • 21. Riverside House Design Criteria • Library/ Arts and Gallery • Customer Service Centre • Registrars Office & record storage • Café • Social Services Case Conferencing Facilities. With a separate public entrance. • Statutory Small Marriage Room (Marriages now at the Town Hall & Museum) • Emergency Control Rooms which double up as ICT training rooms.
  • 22. Riverside House Design Criteria Meeting Rooms/ Individual Offices In Riverside House. • All rooms have AV including IP TV (5 pre-set channels). - 49 off 4 Person Quiet Pods/ Booths (not bookable) - 8 off 4 Person - 8 off 8 Person - 4 off 8 Person (Flexible Configuration can be 2 x 16) - 2 off 12 Person - 2 off 16 People (Flexible Configuration can be 1 x 32) - 1off 18 Person - 4 off 20 Person - 2 off 15 Person Emergency Control/ ICT Training Rooms - 5 off Directors Offices with 6 Person meeting Table • 8 person and above have IR induction loops • 16 person and above have audio enhancement and Blu-ray players.
  • 25. WorkSmart • Space Allocation:- – Fixed worker • 1 desk per fixed worker • An assigned Locker 0.45 lm • Assigned Team Storage 1.5lm. – Flexible worker • 5.8 Desks per 10 Flexible Workers • An assigned Locker 0.45 lm • Assigned Team Storage 1.5lm. – Mobile Worker • 1 Desks per 4 Flexible Workers • An assigned Locker 0.45 lm • Assigned Storage 0.8 lm. – Permanent Home Worker • No allocation in the office
  • 26. WorkSmart • Space Design Standards:- • Staff Facilities – 12 Showers (2 Disabled) – 9 Lifts ( inc 2 Fire Lifts + 1 goods lift) – Prayer/ Contemplation Room – Medical Room – Parenting Room – Public Café + Kitchens/ Tea Points + Vending + Breakout spaces • Improved Security – Electronic Pass systems – CCTV Coverage
  • 27. DELIVERIES CAR PARK ENTRANCE Basement Floor Plan
  • 28. Ground Floor Plan Library Arts Wing A Marriage Room Case Conferencing Entrance Suite Café CSC Wing B Building Reception Library Arts Wing C
  • 29. Kitchen, Vending & Break Out Area Toilets & Stairs Lifts Meeting Room Kitchen, Vending & Break Out Area First Floor Plan
  • 30. Kitchen, Vending & Break Out Area Toilets & Lifts Stairs Meeting Rooms Kitchen, Vending & Break Out Area 2nd & 3rd Floor Plan
  • 31. 4th Floor Plan IT Office Space Kitchen, Vending & Break Out Area ICT Server Room Registry Plan CX & ICT Build Strategic Store Printing Area Emergency Directors Control Offices Prayer Rooms Urban Traffic Control Meeting Room Parenting Room Medical Rooms Room
  • 33. WorkSmart Decant into Riverside Decant is a major project in its own right. • Decant Project Manager • Don‟t forget about Directorate WILs took up a secondary role as Decant • work and costs to Champions to collate information on each teams:- Reasonable adjustments • • decommissioning Specialist ICT needs Storage allocation • Lockers • and holding to 200 employees on a Friday - One Move per week of up vacated buildings… Monday is much easier to manage than 40 per day 5 days a week. • Move guide detailing all employees need to do and know. • Detailed co-ordination with ICT department particularly around desktop equipment. • Decant & IT staff available on site when employees first arrive, removes many issues at source. • Weekly feedback meetings with occupants.
  • 34. Asset Outcomes • Reduction in Town centre floor area from 45,000 m 2 to 30,000 m2 • Reduction in town centre buildings energy costs from £867,000 to £396,000 a year. – Energy cost per employee reduced from £369 to £166 per annum (Riverside = £122 Pa) • 58 workstations for every 100 previous desks. – Desk usage survey indicate we still have an average of 40% free desks across the week. So we will be looking to bring more staff in. • Vastly improved resilience of building and ICT systems. • £85 million less (over 35 years) than option of refurbishment alone. • £180,000 per year less office churn.
  • 35. ICT A Key Enabler of WorkSmart But not rocket science…
  • 36. Laptops For All Staff To support hot-desking and remote working. >90% of RMBC‟s 4500 computers are now laptops 750 laptops delivered each year Sometimes laptops are overkill…
  • 37. Thin client To make computing device-independent But don‟t close the desk to others
  • 38. Bring Your Own Device (BYOD) Win-Win! Security is everything
  • 39. VPN (Virtual Private Network) To securely access systems from outside the Council network. 2000 accounts live VPN is not the only game in town
  • 40. MyMail (Outlook Web Access) To access your RMBC email from any computer. Available to all staff by default.
  • 41. Open Outlook Calendars To quickly see where colleagues are and when they are available. Mandated for all staff. There are ways to make it work for everyone
  • 42. Resource Booking System Meeting room booking Condeco Booking System is Staff don‟t Now Live have time to search for rooms
  • 43. VOIP Telephony To easily log on to your phone extension from anywhere – a key enabler of the accommodation strategy. 4000 extensions live. Softphones for home Call flow, call workers. flow, call flow
  • 44. Conference Calling To reduce the need for travelling to meetings. Conf. call etiquette training is important
  • 45. Follow Me Printing, Fax & Scan To Me To enable more flexible and efficient printingscanning. Collect prints fromSide benefit – any machine. 45% reduction in print volumes No traditional fax machines in Riverside – incoming faxes are delivered as email attachments. Outgoing faxes are send from MFDs.
  • 46. Public Internet Access To enable more citizens and Members to use iPhones, iPads etc to access the Internet from Riverside‟s café and the Town Hall Useful for partners and popular with staff
  • 47. RedGreen Network Segregation Allows closer partnership working. The network detects non- RMBC machines Public WiFi is and routes then a better way out to the Internet to allow to do this partners to work from Riverside
  • 48. Desk-level power So that people don‟t have to crawl around under desks
  • 49. PC Virtualisation Saves on valuable desk space Eliminate PCs You can‟t start acting as this too soon… serversreporting machines through virtualisation.
  • 50. BCPDR – a huge side-benefit to agile working 2013 snow >700 people available to work because of remote access technologies
  • 51. New Data CentreNew Network Backup systems for air conditioning, Don‟t bite off power and fire more than you suppression. can chew…
  • 52. new ways of working enabled by technology 21st Century Office Showcase
  • 53. WorkSmart – Implementation of Agile Working Theresa Caswell HR Programme Mgr
  • 54. The Challenge • To introduce new ways of (agile) working including introduction of new technology to 2000 employees • Achieve 42% reduction in desk occupancy • Relocating 2000 employees from their current location to new office • Reduce paper files to meet a reduced storage allocation • Provide better customer service through improving the „way we work‟ • Reduce costs All with minimal employee relations issues!
  • 55. What we wanted to avoid • Increasing footprint/storage space • Customers being affected by the move and change in work styles • Employment relations issues • „Down Time‟ resulting from change not being effective • Affects on staff morale and impact on performance
  • 56. Our starting point • Staff suspicious of desk reductions • Myths – mistrust in the process „only doing this to fit in to the building‟ • „It will never work‟ • Staff pushing the boundaries on protocols • Management clinging to „passive face time‟ • Management worries about performance management – out of sight, out of mind • The costs of „agile working‟ “Change”
  • 57. WorkSmart Business Case Realisation targets The Council has adopted the following WorkSmart benefit targets. • 15% increase in personal productivity over 5 yrs (i.e. personal time savings) • 20% reduction in business miles travelled & expenses costs in 2010/11. Increasing to 30% by 2011/12 (Base year 2007/8). • Reduce workstation numbers by 33% across the corporate estate by 2014. • Reduce office estate across localities by 33% by 2014 & realise resultant savings. • Improve measures of staff satisfaction
  • 58. WorkSmart Benefits Realisation targets These targets are to be incorporated into Directorate / Department Service plans, department Asset Plans and into the existing Performance Management Systems.
  • 59. Our Approach • Change management programme • Challenge „the way we do things round here‟ • Dispel myths, put fears in context – myth buster • Involve staff - clear communications plan • Survey staff opinion – empowerment • Job role – invite suggestions on how things can be done better • Business case approach for agile working • The „flexible‟ workstyle was adopted as the standard for all staff • Plan would follow a phased approach and include a „quick win‟ team and a more „challenging‟ team • Each Directorate had a dedicated resource
  • 60. Directorate Teams Directorate Direcorate Programme WILS Requirement Analyst Sponsor Manager (M3) EDS Diane Douglas Diane Douglas Jane Evans Kirsty Faundez Resources Phil Howe Dave Sissions Tracy Blakemore Lyndsey Woodger CYPS Warren Carratt Warren Carratt Emma Hayes Barrie Hardwick NAS Dave Roddis Dave Roddis Sharon Barker Denise Mitchell
  • 61. Implementation – Activities Undertaken Implementation Programme involved the completion of a number of activities across 4 stages: - • 1 - Kick off – Identify local stakeholders, including local sponsors, influencers, adopters – Develop a local Communications plan – Launch/kick-off event • 2 - Explore – Conduct senior stakeholder interviews – identify enabler and objectors – Engage staff through focus groups – Conduct analysis Activities: DILO, Space Utilisation, Gap Analysis workshop – Produce the benefits Case
  • 62. Implementation – Activities Undertaken ..cont. • 3 - Design – Conduct solution Design workshop – Develop local business case – Conduct solution Design approval interviews with senior stakeholders – Document solution proposal and submit for approval • 4 - Plan – Develop transition and people change plan – Develop Benefits realisation plan – Acquire acceptance/sign off • The ultimate outcome being the production of a recommended solution – tailored to the team/service
  • 63. Example Findings • Space Utilisation • It is useful to conduct a space utilisation exercise before, during and after to measure the impact 0% Service Name - Detailed Space Utilisation 14-18 March 2011) 16 14 46% 45% 12 Workstation Occupancy 10 Occupied 8 Signs of Life 6 9% 4 2 Occupied 0 Mon Mon Mon Mon Tues Tues Tues Tues Wed Wed Wed Wed Thurs Thurs Thurs Thurs Fri Fri Fri Fri 9.00 10.30 14.00 15.00 9.00 10.30 14.00 15.00 9.00 10.30 14.00 15.00 9.00 10.30 14.00 15.00 9.00 10.30 14.00 15.00 Signs of Life Day / Time Empty
  • 64. Findings continued Diary Analysis / DILO Phase One Team • Approximately: – 40% of time per week is spent on research and reading („Other‟ activity includes delivering and receiving training) – 20% of time per week is Admin updating systems and paper-based – Only 20% of time is spent in face to face contact either with the customer or internal • Overall, around 80% of all activities recorded in this exercise can be undertaken from any location e.g. Reading / Research, e-mails, admin, telephone calls, data input etc.
  • 65. Implementation • Phased approach • Stepped Process • Tools – Space utilisation, DILO‟s, work shadowing • Information gathering and local business case • Barriers/enablers Managers • Gap Analysis implement! • Recommend solution
  • 67. WorkStyles - definition Fixed Location Flexible Location Mobile Home • 100% desk allocation • 58% desk allocation • 25% desk allocation – No desks allocated to • Fixed location • (10 people per 5.8 desks) • (4 people per 1 desks) home workers – Support to work from • Specialist equipment • Ability to log on to any • Ability to log-on from any (where required) e.g. fixed or flexi desk flexi-desk or fixed desk home chair – Home Furniture (desk, • Personal locker storage • Personal locker storage • Storage – Filing cabinets chair & file storage) • Resource booking • Co-location of team / team (and electronic) – Ability to use flexi desk in system area • Access to additional work office • Co-location of team / • Mobile workers may be space – Home Based roles are team area required to visit their admin • Co-location of team / base but the majority of typically data processing • The work may also be type roles that do not team area carried out occasionally their work is carried out in the community e.g. Social require face to face • A specific front facing role from home e.g. Human Workers, Clerk of Works, contact e.g. processing that has to be delivered Resources Officer, M3 from a fixed point e.g. Buildings Managers claims for revenues and Manager, Business benefits, remote ICT Cashier Support Officer support.
  • 68. Findings • Some areas of good practice already existed – case of formalising how they already worked – quick wins • Most duties could be undertaken from any location i.e. research, telephone calls, data input • The extent of the 4 stages were tailored to suit similar teams – did not always need to take all teams through the whole process e.g. social work team • Desk reduction overall achieved from team, service or Directorate • Reasonable adjustment requirements within most teams – do not underestimate but also do not go further than necessary • Reasonable adjustment solutions were designed for all where possible and bespoke where not possible
  • 69. HR Policies Develop or review ;- -Home Based Working -Office Protocols -Occasional Working from Home -Information Security -Travel & Expenses – travel and parking WorkSmart
  • 70. Policies Continued…. - Health & Safety - Lone working Ensure HR - DSE Data is current - Risk Assessments - Fire procedures -Reasonable Adjustments – Produce baseline Accommodation, travel etc information as benchmark -Working hours/Flexi scheme -Performance management – is existing policy fit for purpose? WorkSmart
  • 71. Communication & Consultation External • Public consultation – planning, Disabled users, Civic Society etc • Media relations • Communication with customers on services – closing/opening of buildings
  • 72. Communication & Consultation Plan What to include;- -Stakeholder analysis – identifies the resistors/supporters -Survey Employee opinion – WLB, Flexible working, Accommodation - Provide employee open days - Set up a Trade Union/Worker Rep consultation group - Promote case studies - Circulate newsletters WorkSmart
  • 73. Communication & Consultation Continued ……… • Provide regular updates to Elected Members • Provide more informal ways to communicate e.g discussion board, E-mail address • Develop FAQ‟s • Brief Teams regularly Pre-move • Comms to prepare for move – offer visits to new building • Provide move guide and briefings Post move • Hold drop in sessions, weekly communications – you asked we did! • Celebrate success – promote good news stories – internal/ external promotion, aids recruitment WorkSmart
  • 75. Results 634 consultation forms were completed by visiting staff Questions were split into 4 main areas Accommodation : • The survey gave a clear indication that staff preferred option 1 layout and desking (120° desks) • In terms of decor, mood board 1, “contemporary”, was the most favoured, also staff chose a wood veneer finish to desks as opposed to white or coloured • In terms of breakout furniture staff had a preference for sofas and armchairs over tables and chairs
  • 76. Results Car Parking /Transportation • A third of the respondents were concerned about the amount, proximity or quality of the proposed parking provision • A quarter felt that they must have a car readily available in order to carry out their work duties • 17% felt strongly that staff should not have to pay or pay so much to bring their cars to work
  • 77. Results Agile Working • Survey results and feedback on the day were mostly very positive, both about the event and WorkSmart (45% positive, 24% cautiously optimistic) Technology • A majority of staff (69%) believed that they would be provided with the technology to work in an agile way
  • 78. Learning & Development Areas to consider -Change management -Induction to new building -Flexible working – manager/employee module -Fire safety -Display Screen Equipment -ICT – e-learning to support agile working e.g. outlook calendar E-learning or classroom based? WorkSmart
  • 79. Key HR Outcomes • Reduced sickness absence - 7.96 days average per employee/annum (9.62 at the start of project – 2007/8) • Reduced Mileage • Employee Opinion Survey Results 2012 2008 My manager actively promotes and supports flexible working & work-life balance 72% 65% I am proud to work for the Council 66% 62% Overall, I am satisfied to be working for the Council 72% 63%*
  • 80. Key Outcomes • Reduction in workstation numbers (reduced by 42%) 2010/11 Reduction of 316,523 miles from previous year generating £126,609 • Efficiencies realised by reducing reception points • Increased data security • Better working environment enhanced • Enhanced personal effectiveness • Active face to face time – more cross department working • Better customer services • Greater employee satisfaction • Business continuity safeguarded through more flexible ways of working
  • 81. Future Measures Future measures to be realised;- • 15% increase in personal productivity over 5 years. (i.e. personal time savings) • Reduce office estate across localities by 33% by 2014 and realise resultant savings (currently at 30%) • Reduce desk occupancy further in 2013 as desk occupancy surveys indicate • Improve the measures of staff satisfaction
  • 83. Consultancy Background – Provided to another local authority – 1600 employees over 10 town centre locations – New civic office accommodation housing 900 workstations (60% desk occupancy) – Approached in March 2012 to provide guidance on WorkSmart principles – Approached in June 2012 to provide project management
  • 84. Why Were We Asked To Support? • Client had limited project management resources and experience • Short timescales involved • Proven track record on delivery • Tested processes and material • Local Authority knowledge • Experience of knowledge transfer
  • 85. What did we provide? • An adapted WorkSmart methodology • Training to the core team on the process • Documentation and tools to support the process • E-Learning packages • Policies and procedures • Advice and guidance Provided Project Management on;- • WorkSmart • Furniture and ICT fit out • Operational requirements & Decant
  • 86. What we provided? Provided Project Management on;- • WorkSmart • Furniture and ICT fit out • Operational requirements • Decant
  • 87. WorkSmart Project Overall Reflection What Went Well? • Project on time, on budget • Desk occupancy achieved • Centralised integrated team • Empowerment – delegated decision making • Senior Leadership Team & Member buy in • Continuity – team members (WorkSmart/Decant) • No employee relations issues • Positive feedback from staff • Preparation – implementation of agile working in existing locations
  • 88. Reflection What Would We Do Differently? • ICT refresh package – centralise costs to remove barrier (e.g. VPN token) • Desktop v laptop v mobile device • Be aware of other initiatives – that may affect project delivery • Full time resource allocation to a dedicated project team
  • 89. new ways of working enabled by technology 21st Century Office Showcase
  • 90. Worksmart Nigel Hancock Rotherham Metropolitan Borough Council DEVELOPMENT MANAGER
  • 91. The Planning Application Process may be better understood by mapping its sub processes Each sub process requires a different amount of effort to complete it Pre Application Receipt Validation Other Admin tasks Consultation and Notification Evaluation Delegated decisions Committee decisions Decision making Discharge of conditions Post decision amendments
  • 92. How Much Does It Cost? • Sub process Council 1 Council 2 Council 3 • Pre Application £ 53,407 £ 270,419 £ 372,949 • Receipt £ 16,588 £ 42,647 £ 39,576 • Validation £ 25,266 £ 203,232 £ 287,140 • Other Admin tasks £ 26,104 £ 48,030 £ 89,618 • Consultation and Notification £ 11,806 £ 124,478 £ 267,448 • Evaluation £ 102,090 £ 425,847 £ 762,831 • Delegated applications £ 78,242 £ 226,835 £ 523,770 • Committee applications £ 30,591 £ 196,976 £ 206,950 • Decision £ 7,748 £ 82,237 £ 93,884 • Discharge of conditions £ 13,365 £ 67,415 £ 110,611 • Post decision amendments £ 7,283 £ 33,669 £ 32,842 • Managing the process £ 30,736 £ 117,809 £ 143,065 £ 403,226 £ 1,839,592 £ 2,930,684
  • 93. Pre Application Receipt Validation Other Admin tasks Consultation and Notification Evaluation Delegated applications Committee applications Decision Discharge of conditions Post decision amendments Selby olton Bury orley ham eeds ding eton 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%