Here is a short note of the topics and discussions at the last University Services Relocation Steering Group meeting which took place last Thursday,  8 January 2015.

Presentation on 'Vidyo' (Video Conferencing Platform)

We know it will not always be possible for colleagues to make it back to the main campus for meetings or face-to-face discussions and as a result we have looked at providing video conferencing facilities in the meetings rooms at Tay House.  At our meeting on the 8th, the Steering Group was provided with a demonstration on Vidyo, the recommended video conferencing platform, not only for Tay House but for adoption across the University.  This interface can be used on desktop, laptop and mobile devices (including iPads, iPhones and Kindle Fire).  The software does not currently work with Windows mobiles but a solution is expected within a couple of months.  Following the presentation it was agreed that the system was very attractive and that proposal to install the system at Tay House would be supported.  Vidyo would be available in the meetings rooms at Tay House as well as on individual PCs and further details on how to use the software would follow in due course.

Tay House Works

The Group received an update on the Tay House Works.  Members were pleased to note that the fit out is now complete, with snagging works being addressed.  The budget is in good shape, and even with the purchase of additional seating/AV equipment, a small contingency remains.

Shared Services

Heads of Service met on 5 January to discuss shared resources at Tay House.  A number of proposals were put forward and more detail on these will be communicated to you by your Move Lead.  Colleagues might like to note that:

  • A Management Group (consisting mainly of the Heads of Service) would meet on a monthly basis to oversee the smooth running of the office space.
  • Move Leads, who  had been a useful conduit for sharing communications, would be invited to establish and sit on a User Forum Group.  Topics for this Forum to discuss would include social events, office working practices, domestic support etc.
  • Human Resources will identify a receptionist for Tay House with back up support to be provided from the other Services. A new email address for Reception would be set up – tayhouse@glasgow.ac.uk.

Workstreams Update

A number of Workstreams had been progressed as follows:

Workstream 7 – efficient inter-campus travel  The best fixed price offered by Glasgow Taxis for a taxi journey between Tay House and the Main Gate remained high.  Members agreed that colleagues should just pay off meter.

Workstream 8 – Catering Services for meetings etc  The Procurement Office were preparing the tender for review by 9 January. A 3 week tender period would follow.  In the interim period, Silverbean (who provide the services at Coffee Pot in Tay House) would be asked to supply any required catering and would be invited to tender along with the identified external caterers.  Silverbean would be set up as an approved supplier in Agresso.

Workstream 9 – refreshment provision milk etc This would be ordered through Grahams and delivered to Tay House.

Workstream 12 - Stationary ordering arrangements Each Service would store and order their own stationery.  This would be reviewed again in 3 months’ time as part of the User Forum Group Meetings. 

Workstream 25 – Domestic Services Tender forms for the provision of domestic services had been submitted to Procurement.

Induction Proposal

All staff relocating to Tay House are required to attend an Induction Day at which parking and cycling fobs will be issued and GU permits collected.  There will be a brief presentation on Fire and Safety and general protocols for working at Tay House will be shared with you.  Induction packs will also be issued.  Heads of Service encourage all staff to attend and your Move Lead will be in touch with the induction date for your area.

E-Fax

The Group approved the use of the E-Fax service (provided through the Multi-Functional Devices) for use in Tay House. 

Building User Guide/Handbook

A list of topics for inclusion within the staff handbook was shared with the Group.   The Handbook will be provided in the induction pack.

Staff Engagement and Communication

The Group discussed the items to be included in the staff induction packs and agreed on the purchase of some additional items (we won’t tell you what they are as it is a surprise).  For the kitchenette areas, a small supply of GU Branded tea towels and mugs will be purchased.

Any further communications for Tay House staff will be included within the University-wide campus news emails.  The Group will also look at issuing an extraordinary Campus News to highlight some of the changes that will be taking place with the moves to Tay House (e.g. staff cards available from other than the Main Building). 

If you have any queries regarding any of the above points, do please speak to your Head of Service or Move Lead in the first instance.  The next Steering Group meeting is scheduled to take place on 23 January 2015 in one of the new meeting rooms at Tay House.

Kind regards

University Services Relocation Steering Group

 

First published: 16 October 2014

<< News updates