1. Welcome Liz Kitchener, Head of Strategic FM 12 May 2016

2. 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
Catering Strategy (15 mins)
Short Up-dates (5 mins)
Director of Operations
Select Feedback
10. Any Other Business
11. Lunch and Networking
12 May 2016

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

10. Salto Challenges
Liz Kitchener
Head of Strategic FM

11. Oxford University Event
Venues Website
Kay Hogg
Senior Event Marketing Manager

12. Oxford University Event Venues – 5 venues to choose from

13. Science Transit Shuttle
Adam Bows
Sustainable Transport Manager

14. Science Transit Shuttle – Improving Connectivity
Adam Bows
Sustainable Transport Manager

15. 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

16. 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

17. 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

18. Further information Adam Bows Sustainable Transport Manager
Adam Bows
Sustainable Transport Manager
Environmental Sustainability
Estates Services
01865 (6)14603

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

20. 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

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

22. Waste : Shredding – New Bins
Sally Rutty
Contracts Manager

23. 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 the current rate

24. 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 the current rate

25. Contact information

26. 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 and indicate potential requirements

27. 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 to register to use the license and receive a copy.

28. Catering Strategy
Liz Kitchener
Head of Strategic FM

29. 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

30. 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

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

32. Any Other Business