University Services Relocation Steering Group - Update from meeting held on 17 September 2014

Members of the University Services Relocation Project Board have agreed that it would be helpful if, after each of their meetings, a short note of some of the key items discussed was circulated to staff relocating to Tay House.   We hope that this communication helps with letting you see what progress is being made and what decisions are being taken.  The main items discussed at the meeting on 17 September were:

  • Cost Out Options for Tay House and decisions for Tay House Project Fit Out – It was reported at the last Steering Group meeting that the budget for the fit out of Tay House was currently coming in significantly over the £700k set.  Since then, a small working group (with representation from all the Services) has met to look at the available options that will lower the costs back to the budget with minimum reduction to the quality and the feel of the space.  The Steering Group was presented with a list of the options and is considering a modified layout with a reduction in the number of glass partitions and enclosed spaces.  As the Senior Management Group (SMG) is also keen to know that costs are being managed, a paper on the above would be presented to them as soon as possible.
  • Cultural Change Programme – Human Resources are working on providing a ‘Cultural Transformation Workshop’ to all Services moving to Tay House.  The purpose of the workshop would be for each of the Services, in advance of their move, to consider its current culture and working practices and to consider what opportunities existed for working with the other Services moving and therefore what may need to change in a shared working environment.  Further details on the workshops would be disseminated to colleagues via Move Leads in due course, but it was hoped that the first workshop would take place in October.
  • Draft Proposals on Work Practices and Development of Flexitime Scheme – In order to alleviate fears and anxieties, and ensure the new open environment works effectively, it had been agreed that protocols were put in place in relation to how we work together.  Move Leads have been working on pulling together a list of protocols, along with Move Coordinators/Staff Groups and a copy of the suggested protocols was now shared with the Steering Group.  The Group were encouraged by the list of protocols and agreed that Move Leads had their support with these.  Once finalised they would be placed on the Tay House webpages.  Feedback had not yet been provided from all Services on the proposed Flexitime working arrangements.
  • Proposed Transport Schemes for detailed costing – A paper was presented to the Steering Group on the process for determining travel solutions for those moving to Tay House.  Short listed options have been grouped into three schemes which will be taken forward to the final stage of appraisal and costing.  These will be made available to the Steering Group w/c 22 September for a decision.  You can read the options here:

An update will be provided again after the next Steering Group meeting.  If you have any queries regarding the above, please speak to your Service Head or Move Lead in the first instance.

With best wishes

University Services Relocation Steering Group

First published: 18 September 2014

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