Welcome Liz Kitchener, Head of Strategic FM 12 May 2016

Todays Agenda Welcome (2 mins) Liz Kitchener, Head of Strategic FM Planon Up-date : Room Bookings Interface with Outlook (15 mins) Tracey Iles, Systems Administrator, Planon Salto Challenges (15 mins) Oxford University Event Venues Website (10 mins) Kay Hogg, Senior Event Marketing Manager Science Transit Shuttle – Improving Connectivity (10 mins) Adam Bows, Sustainable Transport Manager Contract Cleaning : Right to Work Issues (10 mins) Waste : Shredding – New Bins (10 mins) Sally Rutty, Contracts Manager 8. Catering Strategy (15 mins) 9. Short Up-dates (5 mins) Director of Operations Select Feedback 10. Any Other Business 11. Lunch and Networking   12 May 2016

Planon Up-date: Room Bookings Interface with Outlook Tracey Iles Systems Administrator, Planon

Salto Challenges Liz Kitchener Head of Strategic FM

Oxford University Event Venues Website Kay Hogg Senior Event Marketing Manager

Oxford University Event Venues – 5 venues to choose from

Science Transit Shuttle Adam Bows Sustainable Transport Manager

Science Transit Shuttle – Improving Connectivity Adam Bows Sustainable Transport Manager

Access currently problematic 400+ individuals need to access Harwell daily No direct public transport service to/from Science Area Existing services are slow, infrequent Productive time wasted travelling “The lack of current transport options creates barriers to world-class research and innovation opportunities.” Professor Tony Gates, Department of Biochemistry

Begbroke & North Oxford Growing movement between sites Begbroke & North Oxford 57% growth Central & Science Area Old Road Campus Area 31% growth 100% growth Harwell Campus

Churchill & Nuffield Hospitals Science Transit Shuttle Begbroke Warneford Hospital Science Area Harwell Campus Old Road Campus Pilot from 18th July 2016: Every 30 minutes 7am-7pm (Mon-Fri) Wi-Fi Euro VI Private Shuttle Cashless Fare 1 year to prove demand Churchill & Nuffield Hospitals

Further information Adam Bows Sustainable Transport Manager www.admin.ox.ac.uk/estates/ourservices/travel/ Adam Bows Sustainable Transport Manager Environmental Sustainability Estates Services adam.bows@admin.ox.ac.uk 01865 (6)14603

Contract Cleaning : Right to Work Issues Liz Kitchener Head of Strategic FM

Contract Cleaning : Right to Work Issues Recent issue identified with employees sharing cards Cleaners working without a right to work Supplier not aware Worked closely with the University to resolve Agreed new process: Account Manager approves all requests for cards Regular spot checks Monthly report on staff changes

Contract Cleaning : Right to Work Issues To be reviewed with the supplier Cascade process across all preferred suppliers KPIs to be added to agreements

Waste : Shredding – New Bins Sally Rutty Contracts Manager

Shredding Sack Service Four weekly collection for offsite shredding £3.90 per sack – sacks delivered in packs of 10 – invoiced upon delivery Minimum sack collection – 5 sacks per site per visit Weight information will be supplied All prices subject to VAT @ the current rate

Shredding Console Service Four weekly exchange for offsite shredding £9.50 per console minimum 3 consoles per billing site Delivery charge £9.50 per console per billing site Minimum console service – 3 consoles per site per visit Weight information will be supplied All prices subject to VAT @ the current rate

Contact information

Internal Bins Replacement for current budget bin (varnished card which is fully recyclable) Offering a waste recycling station suitable for most office spaces which clearly identifies which items should go in each bin Uniform colour coding to match external bins £8.90 per console + VAT at the prevailing rate If these bins are of interest Please contact wastemanagement@admin.ox.ac.uk and indicate potential requirements

Waste Carriers License The University has one central upper tier license which is now held by Estates Services, it was previously held by the Safety Office. When would you need to use it? If your staff move waste between sites (not between buildings on the same site). Staff could receive an on the spot fine. Please contact sustainability@admin.ox.ac.uk to register to use the license and receive a copy.

Catering Strategy Liz Kitchener Head of Strategic FM

Catering Strategy Opportunity – from volume Goal – to explore: Recover full economic costs of catering Improve use of space 16 sites part of a developing strategy Full market appraisal Approach: 1:1 Meetings with suitable suppliers Use of CPU Longer term agreement Form a strategy

Catering Strategy Next Steps: May – suppliers visiting sites Further 1:1 interviews Draft strategy end of June 2016 Resulting exercise by end of calendar year Key considerations: Quality : consistent Each outlet unique identity Improve utilisation of resource Further Up-date to follow

Short Updates Liz Kitchener Head of Strategic FM Director of Operations Select Feedback Liz Kitchener Head of Strategic FM

Any Other Business