Case Study Osler House transfer to FM

Transcription

1 Case Study Osler House transfer to FM Estates Services Strategic Facilities Management Quality Compliance People Feedback from students, course administrators and tutors has been excellent. I believe that this project has achieved its aim of putting the management of William Osler House on a much more professional and sustainable footing, and I have no doubt that it will continue to develop and thrive under the management of the FM team. Liam Loftus, Former Student President for William Osler House Background William Osler House is sited on the edge of the John Radcliffe hospital site. It is a common room for clinical medical students studying in Oxford. Page 1 August 2016

2 The Facilities and Events business was being managed by a committee of medical students which had implications for their studies. The main aim is to provide a break-out space for medical students studying and working in the JR, as well as welfare advice and other services. The Art Deco building houses a large bar and social area, four small meeting rooms, a 75-seat seminar room and computer facilities. Tutors use the meeting rooms for teaching; this saves time travelling between colleges and the JR. The building is also used for private events, from dance classes and yoga to parties and weddings. This helps with running costs. Objectives and reasons for transfer to FM services There were a number of reasons for moving from an external facilities manager to Estates Services FM: Better value for money; Ensuring the building is in a compliant status, avoiding reputational risks to the University; The previous FM provider was not managing the building to the standard which the Osler students and steering group wanted; It was also clear the facility could be used for more external events and increase income, but this needed more input from the FM provider and a professional level of support, which the Events team could provide. Our findings Lack of management by the FM provider resulted in: Very poor cleaning Poor catering Lack of reactive or proactive maintenance Building faults going unrepaired Page 2 August 2016

3 Improvements and benefits A member of the FM team is now on site daily, ensuring a consistent high-quality service. A new cleaning contractor has been brought in and a cleaning spec is being worked to and monitored. A new catering supplier is in place, working with the students to ensure food is good quality and offers value for money. A painting plan has been implemented to ensure the building is kept in good order. Flooring has been changed from carpet to a hard floor, which is more durable and easier to clean. The building s availability as an events venue is now being promoted on the Venues.ox.ac.uk website, which has already had success in attracting new customers. External demand will grow due to a lack of comparable facilities in Headington. This is a vital source of income for Osler House; moving its management to the FM team will maximise this while taking a great deal of pressure off its student management team. The overnight improvement in both management and in the building itself was clear to see. Liam Loftus, Osler House President The building looks great and was buzzing with activity... Facilities management seem to have every angle covered and it is such a relief to have this level of professional management in place. Tim Lancaster, member of Osler steering group Before After Page 3 August 2016

4 Before After Summary of impact On the day of the reopening, there were more than 100 students in the house, which was an increase of people attending lunchtimes. Administrators and tutors have responded positively to the building s newly professional management and cleanliness, and to having a single point of contact. Talks are now underway on the possibility of moving control of the bar to the catering company, ensuring it too is managed professionally. Comments and feedback You said Nicer facilities You wanted nicer facilities and services. Cleaner loos As one respondent put it you wanted the cutting edge of innovation loos that don t smell like public urinals, ones that work and have soap in them. Better value for money catering You wanted more variety, more veggie options, healthier options, better quality, a coffee machine that worked and quite a few other things! Knowing who to report issues to Many of you felt you didn t know who to report We did Nicer facilities We ve repainted the main bar and function room and have re-carpeted and repainted the meeting rooms. Plans are underway to improve the landscaping of the grounds and the patio seating area outside. We ve unlocked doors to make access around the site easier and have carried out a health and safety compliance audit to ensure the smooth and safe running of the building. Cleaner loos We couldn t agree more! So we ve introduced air fresheners, sorted out the broken loos and have appointed a new cleaning contractor to ensure they are spick and span. Better value for money catering We introduced a new caterer whose introduced more variety, veggie options, a tasty new coffee machine. Knowing who to report issues to Page 4 August 2016

5 maintenance jobs to a broken loo, a blub out in a meeting room etc Dealing with issues effectively About half of you felt the previous contractors weren t dealing with issues effectively. Printers that work Many of you told us the printers often ran out of paper and ink FM has a facilities helpdesk so you can report issues direct to them on T: or E: facilities@admin.ox.ac.uk. If there are any problems with that then please do contact Stephanie Lyon, E: stephanie.lyon@admin.ox.ac.uk Dealing with issues effectively We hope to improve that result by having the FM team on site. We hope we are approachable! Printers that work We ve set up a new printer, put in a PPM plan, and now have recycled paper. Page 5 August 2016