DUBLIN INSTITUTE OF TECHNOLOGY. Decant Strategy. Moving to the Central and East Quads

Transcription

1 DUBLIN INSTITUTE OF TECHNOLOGY Decant Strategy Moving to the Central and East Quads Rev: 1.8 Status: Draft - For Review 19 April 2018

2 Contents 1.0 Introduction...3 Objective Planning and Management of Decant...3 Governance High Level Decant Programme and Timelines Decant Communication Strategy De-clutter Strategy Staff Decant...7 Staff accommodation/destination...7 Preparation of Staff to decant Equipment and Consumables Decant...8 Condition Assessment of equipment for decant...8 Delivery of new equipment...8 Equipment Decant Warranty issues...8 Decant cost benefit analysis...8 Equipment labelling Consumables Decant...9 Decant of consumables Access to Buildings ICT Decant Risk Assessment: impact on academic function Disposal of Obsolete Equipment and Surplus Consumables Appendices Prepared by DIT Campus Planning Office:

3 Abbreviations: CJV DIT DPM DPT GDA LTTC MPB MPT NDFA PPP SLT Construction Joint Venture company (formerly referred to as the PPP Co) Dublin Institute of Technology Decant Project Manager Decant Project Team Grangegorman Development Agency DIT Learning, Teaching and Technology Centre Migration Project Board Migration Project Team National Development Finance Agency Public Private Partnership DIT s Senior Leadership Team

4 1.0 Introduction The relocation of Dublin Institute of Technology (DIT) operations to new premises at DIT Grangegorman is among the most significant moves in the history of the Institute. This document sets out the strategy for decant of staff, equipment, consumables and other items from their present locations to the East and Central Quads at Grangegorman. This decant will be undertaken by the Construction Joint Venture (CJV) element of the Eriugena group as part of the Public Private Partnership (PPP) being undertaken to design, build, finance and operate the East and Central Quads. The procurement and construction of this project are managed by the National Development Finance Agency (NDFA) on behalf of the State. This relocation has a number of facets: Several buildings will be decanted into two new buildings Some moves are from long established locations whilst others are from recently occupied buildings Approximately half of DIT s teaching activities will relocate Several different schools, with a wide variety of differing needs, must be accommodated. Consequently, it is necessary to plan to decant the current locations and move in an agreed systematic manner. It is essential that all staff are involved and fully informed of this process. DIT has extensive experience of relocation, having undergone a number of significant relocations in the last 10 years, e.g. decant of Head Office from Pembroke Street to Rathmines in 2007, of Zhivago building to Bolton Street and Linenhall 2010, of Mountjoy Square/Portland Row to the Cluster Buildings at Grangegorman 2014 and more recently the planning and implementation of the move from Rathmines to Park House. In all of these relocations, a systematic strategy was devised and implemented. Lessons were learned on each of these occasions and these are incorporated into this strategy. Objective The purpose of the strategy is to ensure a smooth and efficient relocation from the current buildings to the PPP Quads in Grangegorman minimising, where possible, disruption to the academic functions of DIT. The strategy will also be useful to the (CJV) so that it can be used to inform the planning of their works relating to the relocation of staff, equipment and consumables. Appendix A shows the locations from which each of the Schools will move in 2020 to the Central and East Quads. 2.0 Planning and Management of Decant The decant will be undertaken and completed by the CJV. Planning and management of the DIT input to the decant will be led by a Decant Project Team (DPT) comprising membership from the DIT Campus Planning Team, the Migration Project Teams (MPT), the Estates Office, Information Services, Human Resources, Procurement and Finance. Using the experience of the previous moves, this group will plan the project, establish the resources required to complete the project, initiate the relevant actions to achieve the project tasks, monitor progress and report to the DIT Migration Project Board (MPB). As DIT will be providing input into the CJV contract, it is important to note that the overall project is managed by the NDFA and that DIT s role is a supporting one to the CJV. The relevant Colleges/Schools/Units that will relocate to the East and Central Quads are currently engaged in the planning for this move through the East and Central Quad MPTs. As the workload is anticipated to 3

5 increase substantially in the 12 months in advance of the relocation, The MPB will provide support through a Decant Project Manager (DPM) who will drive and implement the project from DIT s perspective. At the discretion of the MPB, this may be a directly employed project manager or a resource similar to the Rogerson Reddan project management facility employed by DIT for the 2014 move. Once this DPM is appointed, it is expected that the CJV will liaise closely with him/her to ensure that the relocation proceeds with the minimum disruption to DIT s provision of its educational programmes. Governance At a planning and management level, the decant project will overseen by the DPT, This team will report to both the PPP Project Board (through DIT s Campus Planning office) and directly to DIT s Migration Project Board (MPB). At local level, each College/School/Unit will be required to nominate a Decant Subgroup, to internally manage the decant process. One of the members of this group should be nominated as the group leader to act as its contact point for the decanting process. This person must have the authority to make technical equipment decisions in specific spaces. The governance structure for this decant is shown below in Figure 2. Figure 1: Governance Structure for the Decant. 4

6 The key deliverables at each level in this structure are as follows: Level Deliverables Subsequent Actions & Approvals Decant High Level Decant Programme Provide programme to all parties Project Monitor progress and report to MPB Team Specialist Equipment Report Provide to SLT for funding decision Decant Subgroup Decant Project Manager Decant Communication Strategy Declutter Strategy Existing Equipment Report Condition survey of items to be relocated Cost benefit analysis of moving large items Risk Assessment identifying: Safety risks in moving equipment/consumables Analysis of potential impact on academic function Finalised list of items to be relocated Document showing agreed timing of availability of items to be decanted Ongoing monitoring report of project progression Equipment commissioning sign off procedure Approval by MPB Support MPTs and HR in implementation Approval by MPB Support MPTs in implementation Provide to NDFA/CJV Provide report to MPT MPT to alert MPB of cost consequences Provide report to MPT MPT to alert MPB of cost consequences Provide to MPT who will assess suggested control measures and further action required Provide report to MPT MPT to alert MPB of cost consequences MPB to approve spending final list of new items Provide finalised report to MPM Provide to Decant Project Manager DPM maintains ongoing communication with CJV to ensure operational readiness DPM sets up, implements and manages the process for procurement, receipt and commissioning of new Specialist Educational Equipment DPM sets up, implements and manages the process for receipt and commissioning process of existing Specialist Educational Equipment DPM provides verification that all equipment is delivered, installed and commissioned in accordance with appropriate requirements CJV Construction Project Programme DPT develops and updates high level decant programme Detailed Decant Programme CJV and DPM coordinate decant tasks 5

7 In addition, the MPTs have a number of key responsibilities, including (but not limited to): Allocation of financial resources for the purchase of new specialist educational equipment following that SLT decision on the level of such funding Escalation of appropriate actions to the MPB without delay Ensuring that all of the identified Decant Subgroups are constituted in time to undertake their assigned tasks Providing leadership in cooperation with the DPM in the purchase, delivery, installation and commissioning of specialist educational equipment Providing support to staff and students to ensure full cooperation in the decant process. An initial stakeholder mapping exercise has been undertaken to establish clarity in terms of the roles and responsibilities and a detailed assessment of deliverables. Relevant staff have been setting out the individuals which are Responsible, Accountable, Consulted and Informed (i.e. the RACI process see figure 2 below) in relation to the various tasks involved in the Decant. The developed RACI matrix is shown as Appendix B. It is intended that this document will identify all of the relevant issues to be taken into account in the relocation, thereby providing certainty of the process for the CJV, the DIT schools and support units, the staff of DIT and the GDA. R A C I Responsible - Who is/will be doing this task? - Who is assigned to work on this task? Accountable - Who has the authority to take decisions? - Who deals with the outcome? Consulted - Who must be consulted before a decision is made or action is taken? Informed - Who must be informed of actions, decisions and progress Figure 2. RACI Process 3.0 High Level Decant Programme and Timelines To plan the work to be undertaken in the decant, a high level programme, identifying tasks to be undertaken, estimated durations, sequence and dependencies, will be developed in draft form by the DPT with input from the Decant Subgroups. It will then be refined in consultation with NDFA and the CJV, prior to its issue as a working programme. The programme will be a live document, subject to revision where necessary as the construction phase of the project develops. The programme will allow appropriate periods of time for preparation of the equipment to be moved and for compilation of appropriate documentation. This will become the monitoring tool for the management of DIT aspects of the decant. 6

8 Once the Decant Programme is developed, staff briefings will be undertaken by the DPT to ensure that all DIT staff are aware of the key milestone dates on the programme and of the obligations on staff themselves to prepare for the decant. Staff will be notified that rigid adherence to the programme will be essential. 4.0 Decant Communication Strategy Development of the Decant Communication Strategy will be undertaken by the DPT, with input from the Decant Subgroups, the DIT Public Relations Office and the DIT Human Resources office. Communication of details of the decant will be responsibility of the Decant Subgroup Leaders. The strategy document will also be posted on the DIT website at Presentations to staff on the Strategy will be provided by DPT on a systematic basis with the relevant Colleges/Schools/Units. 5.0 De-clutter Strategy Over several years, staff has gradually accumulated items that are no longer necessary for the delivery of DIT s programmes. The relocation provides DIT staff an opportunity to bring with them only the items that are necessary and required for their current and future teaching and research. Unrequired or out of date items should not be relocated. In addition, the teaching technology that will be available provides a unique opportunity to maximise the use of digital material and to move away from older methods of lecturing (involving the extensive use of paper). DIT staff will receive assistance to digitise their teaching materials in the time between November 2018 and February A strategy document will be developed by the Decant Project Team with input from various DIT units, such the DIT Learning, Teaching and Technology Centre (LTTC) and will draw heavily on the experiences of staff moving in September The strategy will have been fully developed by November 2018 and its delivery will become part of the migration process. 6.0 Staff Decant Staff members will be relocated to their new locations on a date which will be derived from the CJV construction programme and will be discussed with the relevant staff several months in advance of the date. Staff accommodation/destination Each staff member moving to the new facility will be assigned a workstation with a coded reference. Again, this will be notified to the staff member in advance of the move date. Preparation of Staff to decant The CJV will provide each staff member be given a maximum of ten boxes (400x300x300mm) for their effects. Staff must ensure that their belongings are appropriately labelled and packaged. The CJV will then deliver these effects to the staff member s new workstation in the East and central Quads. Computers will be separately moved. It is important that staff in general when moving their effects have due consideration of the DIT de-clutter strategy. Staff must only pack what will be required in the new location. Further personal effects not required at the new location should be removed by staff as such items are likely to be disposed of when the old buildings are being prepared for handover to the new owners. 7

9 7.0 Equipment and Consumables Decant The decant of equipment and consumables is essential for the smooth operation of the Grangegorman facilities. There are several different types of equipment which will be moved by the CJV. To prepare for the move, the DPT will first categorise equipment (initial categorisation attached as Appendix C) and identify equipment under each category (Appendix D Equipment Relocation Schedule). The Decant Subgroups will assess the current condition of each item to ensure that the benefit of moving the equipment exceeds the cost of its relocation and to verify its fitness for purpose in the new building. Only such equipment that is deemed fit for purpose in the new building will be relocated. A Health & Safety risk assessment (which will form part of that referred to later in Section 11) will form part of this process and the outcome of the exercise will be to identify a definitive list of the equipment to be relocated. These assessments will inform the compilation of the final list of equipment to be decanted. The DPM will inform the CJV where there are specific issues associated with movement of equipment. The equipment Relocation Schedule will show the dates that relocation can take place and confirm by signature that the item will be ready to move on the date identified. By identifying each item under a specific category, the Decant Subgroup will provide details of how the equipment will be physically presented for CJV on move day, e.g. in relation to serviced items with water/electrical/vent connections etc., Equipment connected to services will be isolated and disconnected by CJV prior to moving. On arrival in the new location, the CJV will reconnect relevant equipment to services such as water, electricity, gas, air, extraction, etc. Condition Assessment of equipment for decant If equipment is damaged during the move DIT s pre-move assessment will show that it was in working order and that it was fit for purpose when it left our premises. The outcome of the pre-move assessment will be noted against each item on the final list of equipment to be relocated. If the CJV wishes to witness this assessment, this will be facilitated by the Decant Project Manager. Delivery of new equipment In cases where Group 6 or Group 4 FF&E is unsuitable for transfer to the new location, it will be replaced with new Group 3 FF&E. Installation and calibration of such items will be carried out by the supplier with access being granted by the CJV. This process will be managed by the DPM in consultation with and agreement with the CJV. Equipment Decant Warranty issues Some equipment may void its warranty if not moved by a specialist procedure. It will be necessary to identify such equipment to the CJV in the condition assessment exercise. Decant cost benefit analysis A cost benefit analysis of moving large items equipment will be carried out by the Decant Subgroups and presented to the MPTs and the DPT. In this analysis, certain large items of equipment may be identified as so difficult to move that their relocation is not economical. 8

10 In such circumstances, the MPT will alert the Migration Project Board of the outcome of the analysis and seek instructions on how to proceed. Equipment labelling All equipment to be moved will be appropriately identified or labelled by the Decant Subgroup to assist the CJV in moving it to the appropriate location. Once this is done, the CJV will pack the equipment as appropriate, move it and unpack it at its new location. Care must be taken to ensure that all items are packed in accordance with the manufacturers/suppliers recommendations. Where appropriate, equipment that is relocated must have its new location recorded in the DIT Asset Register. This is an internal DIT issue that will be managed by the DIT Estates Office. 8.0 Consumables Decant Decant of consumables Academic, Professional, Management and Support Staff should aim to run down stocks of materials as much as possible in advance of the move. This will lower transport costs. The Decant Subgroup will inform the CJV with a definitive list of the amount of consumables to be moved and any associated hazards, at a date to be agreed with the CJV. 9.0 Access to Buildings The CJV will relocate equipment that has been identified by DIT Colleges, Schools and Units. As the CJV will not be familiar with the equipment or aware of the layout of DIT buildings, it will be essential that there will be access to all appropriate rooms on the day of the equipment removal. The coordination of this process between DIT personnel and the CJV will be one of the duties and responsibilities of the DPM. In the event that an existing building requires alterations to remove specific equipment, DIT will carry out such work in advance of the removal ICT Decant The only ICT equipment to be decanted will be a number of desktop PCs and 3 rd party printers that will be assessed for fitness for purpose closer to the time of the move. These will be relocated using the process described in Section 7 above, with Information Services being the relevant Decant Subgroup Risk Assessment: impact on academic function Each Decant Subgroup is obliged to carry out a Risk Assessment. This should include an "analysis of potential impact on academic function" e.g. if certain items are required to move early, how will it impact on the delivery of education services? Will the potential early movement of certain larger items impact on exam schedules etc.? A short risk identification workshop will be arranged in Autumn 2018 and 9

11 contingency arrangements will be established where necessary. Particular contingency measures may be required where a building requires alteration to facilitate the movement of a large item of equipment Disposal of Obsolete Equipment and Surplus Consumables All obsolete and worn out equipment or surplus consumables in existing buildings will be disposed of in accordance with the appropriate DIT guidelines and public sector regulations for such items. This task will be undertaken by the DIT Estates Office following services commencement in the new buildings Appendices These are in draft form and will be subject to further development A. Central and East Quad Schools Locations and Affiliations B. RACI template C. Categories of equipment to be relocated D. Equipment Relocation Schedule 10

12 Appendix A Central and East Quad Schools: Locations and Affiliation Location School College Affiliation Location 2016 Physics Sciences & Health Kevin Street National Optometry Centre (This Sciences & Health Kevin Street/New Centre is incorporated into the School Bride Street of Physics) Central Quad Chemical & Pharmaceutical Sciences Sciences & Health Kevin Street Mathematical Sciences Sciences & Health Kevin Street Biological Sciences Sciences & Health Kevin Street Food Science & Environmental Health Sciences & Health Cathal Brugha Street Computing Sciences & Health Kevin Street Culinary Arts & Food Technology Applied Arts & Tourism Cathal Brugha Street Hospitality Management & Tourism Applied Arts & Tourism Cathal Brugha Street Electrical and Electronic Engineering Engineering & Built Environment Kevin Street East Quad Dublin School of Creative Arts* Applied Arts & Tourism Grangegorman Music & Drama Applied Arts & Tourism Chatham Row/Clarendon Row and Rathmines Languages, Law & Social Sciences** Applied Arts & Tourism Languages from Kevin St and Cathal Brugha St. Social Science in Grangegorman. Media Applied Arts & Tourism Aungier St, Grangegorman (Photography) * The Printing element of the Dublin School of Creative Arts is based in Bolton Street and will not be relocating to Grangegorman in ** The Social Science element of this School in based in Grangegorman. The Languages element associated with the Tourism programmes in Cathal Brugha St/Sackville Place will relocate in The remaining Law and Languages elements, currently located in Aungier St and Kevin St respectively, are not relocating to Grangegorman in i

13 Appendix B RACI Template Existing Equipment (Group 6) R: Responsible A: Accountable C: Consulted I: Informed Project Deliverable DIT Senior Leadership Team Migration Project Board DIT Decant Leadership Central Quad MPT East Quad MPT Decant Project Team Decant Project Manager College of Eng & BE College of Arts & Tourism College of Sciences/Health Sch Music & Drama Sch Creative Arts Sch Media Decant Subgroups Sch Lang, Law Soc Sciences Sch Culinary Arts Sch Hospitality Mgt & Tour Sch Electrical/Electronic Eng Sch Biological Sciences Sch Chem and Pharma Sci Sch Computing Sch Food Sci/Env Health Sch Math Sciences Sch Physics DIT ICT Services Academic Staff moving Staff /Students Admin /support moving Students Union Staff Unions Campus Planning Decant Support DIT Estates DIT Public Affairs office HR Finance Purchasing LTTC Non DIT NDFA GDA CJV 1. Develop RACI Matrix A C C C I I I I I I I I I I I I I I R I C C 2. Nominate members of Decant I A R R I C C C I I I I I I I I I I I I I I I I I I C I R R R R I I I Project Team 3. Compile Draft Equipment AR C C C C C C C C C C C C C C C C C Report for SLT for funding decision 4. Confirm New Educational AR I I I I I I I I I I I I I I I I I I I I I I I I Equipment Funding Envelope 5. Allocate available funding to A R R I I I I I I I I I I I I I I I I I I I I Colleges 6. Compile Finalised Equipment Report A A C R R R R R R R R R R R R R R R R R I I 7. Review and refine list of categories of equipment to be moved I I I AR C C C C C C C C C C C C C C C C C I I I C C I I 8. Identify equipment under each I I I A R R R R R R R R R R R R R R R R R C C C C I I category from FF&E schedules 9. Assess condition of existing equipment I A A C R R R R R R R R R R R R R R R R R C C I I I I 10. Establish alteration works to be carried out to facilitate relocation of equipment I I I I I I C C C C C C C C C C C C C I C AR ii

14 Group 6 (Continued) R: Responsible A: Accountable C: Consulted I: Informed Project Deliverable DIT Senior Leadership Team Migration Project Board DIT Decant Leadership Central Quad MPT East Quad MPT Decant Project Team Decant Project Manager College of Eng & BE College of Arts & Tourism College of Sciences/Health Sch Music & Drama Sch Creative Arts Sch Media Decant Subgroups Sch Lang, Law Soc Sciences Sch Culinary Arts Sch Hospitality Mgt & Tour Sch Electrical/Electronic Eng Sch Biological Sciences Sch Chem and Pharma Sci Sch Computing Sch Food Sci/Env Health Sch Math Sciences Sch Physics DIT ICT Services Academic Staff moving Staff /Students Admin /support moving Students Union Staff Unions Campus Planning Decant Support DIT Estates DIT Public Affairs office HR Finance Purchasing LTTC Non DIT NDFA GDA CJV 11. Obtain planning permission for I I I I I I I I I I I I I I I I I I I I I I A R I alteration works if necessary 12. Carry out alteration works necessary for decant I I I I I I I I I I I I I I I I I I I I I I I I I AR I 13. Carry out decant cost benefit I A A C R R R R R R R R R R R R R R R R R R R I I C C analysis on equipment 14. Carry out risk assessment of I A A C R R R R R R R R R R R R R R R R R R R C C C C I moving equipment 15. Refine list of actual equipment to be moved I A A C R R R R R R R R R R R R R R R R R R R I I C C I I I 16. Appoint External Project Manager for the relocation AR C C I I I I I I I I I I I I I I I I I I I I I I C I C C I I I 17. Carry out pre-move equipment I I I I A R R R R R R R R R R R R R R R R R I I I C I I I testing 18. Review draft list of equipment I I I I A R R R R R R R R R R R R R R R R R I I C C I to be moved 19. Issue final list of equipment to I I I I A R R R R R R R R R R R R R R R R R I I I I C C I I I be moved 20. Labelling of equipment I I I I A R R R R R R R R R R R R R R R R R R R I R I I I 21. Disconnection of equipment I I I I C C C C C C C C C C C C C C C C C C I I R AR 22. Packing, moving, unpacking equipment I I I I C C C C C C C C C C C C C C C C C C C C C C I I AR 23. Reconnecting equipment I I I I C C C C C C C C C C C C C C C C C C I I AR 24. Testing/recalibration/ commissioning of equipment I I I I C C C C C C C C C C C C C C C C C C I I AR iii

15 Moving DIT Consumables R: Responsible A: Accountable C: Consulted I: Informed Project Deliverable DIT Senior Leadership Team Migration Project Board DIT Decant Leadership Central Quad MPT East Quad MPT Decant Project Team Decant Project Manager College of Eng & BE College of Arts & Tourism College of Sciences/Health Sch Music & Drama Sch Creative Arts Sch Media Decant Subgroups Sch Lang, Law Soc Sciences Sch Culinary Arts Sch Hospitality Mgt & Tour Sch Electrical/Electronic Eng Sch Biological Sciences Sch Chem and Pharma Sci Sch Computing Sch Food Sci/Env Health Sch Math Sciences Sch Physics DIT ICT Services Academic Staff moving Staff /Students Admin /support moving Students Union Staff Unions Campus Planning Decant Support DIT Estates DIT Public Affairs office HR Finance Purchasing LTTC Non DIT NDFA GDA CJV 25. Establish the extent of I A A I R R R R R R R R R R R R R R R R R C R C R I I consumables to be decanted 26. Carry out decant cost benefit I A A C R R R R R R R R R R R R R R R R R C R C R I C analysis on consumables 27. Carry out risk assessment of I A A C R R R R R R R R R R R R R R R R R C R C R I C I moving consumables 28. Compile draft list of actual I A A C A R R R R R R R R R R R R R R R R R C R C R I I I consumables to be moved 29. Review consumable stock and I A A C A R R R R R R R R R R R R R R R R R I I C R I update list of consumables to move 30. Issue final list of consumables I I I C A R R R R R R R R R R R R R R R R R I I C R I I I to move 31. Labelling of consumables I I I I A R R R R R R R R R R R R R R R R R R R I R I I I 32. Packing, moving, unpacking consumables I I I I C C C C C C C C C C C C C C C C C C C C C C I I AR iv

16 New Specialist Educational Equipment (Group 3) R: Responsible A: Accountable C: Consulted I: Informed Project Deliverable DIT Senior Leadership Team Migration Project Board DIT Decant Leadership Central Quad MPT East Quad MPT Decant Project Team Decant Project Manager College of Eng & BE College of Arts & Tourism College of Sciences/Health Sch Music & Drama Sch Creative Arts Sch Media Decant Subgroups Sch Lang, Law Soc Sciences Sch Culinary Arts Sch Hospitality Mgt & Tour Sch Electrical/Electronic Eng Sch Biological Sciences Sch Chem and Pharma Sci Sch Computing Sch Food Sci/Env Health Sch Math Sciences Sch Physics DIT ICT Services Academic Staff moving Staff /Students Admin /support moving Students Union Staff Unions Campus Planning Decant Support DIT Estates DIT Public Affairs office HR Finance Purchasing LTTC Non DIT NDFA GDA CJV Preceded by Deliverable No Finalise list of new equipment to be purchased A A A C I R R R R R R R R R R R R R R R R R R R C C 34. Set up procurement process I I I C A I I I I I I I I I I I I I I I I I I I C C R 35. Place orders for new equipment I I I I A R R R R R R R R R R R R R R R R R R R C C R 36. Develop protocols with CJV I I I R A C C C C C C C C C C C C C C C C C C C C C C R for receipt and security of new equipment 37. Develop protocols for access I I I R A C C C C C C C C C C C C C C C C C C C C C C R to site for installation and commissioning of new equipment 38. Manage delivery of new I I I I A C C C C C C C C C C C C C C C C C C C I C I equipment 39. Testing/recalibration/ commissioning of new equipment I I I I A R R R R R R R R R R R R R R R R R R R I C I v

17 Moving Staff, Students and Their Belongings R: Responsible A: Accountable C: Consulted I: Informed Project Deliverable DIT Senior Leadership Team Migration Project Board DIT Decant Leadership Central Quad MPT East Quad MPT Decant Project Team Decant Project Manager College of Eng & BE College of Arts & Tourism College of Sciences/Health Sch Music & Drama Sch Creative Arts Sch Media Decant Subgroups Sch Lang, Law Soc Sciences Sch Culinary Arts Sch Hospitality Mgt & Tour Sch Electrical/Electronic Eng Sch Biological Sciences Sch Chem and Pharma Sci Sch Computing Sch Food Sci/Env Health Sch Math Sciences Sch Physics DIT ICT Services Academic Staff moving Staff /Students Admin /support moving Students Union Staff Unions Campus Planning Decant Support DIT Estates DIT Public Affairs office HR Finance Purchasing LTTC Non DIT NDFA GDA CJV 40. Develop Decant Communications Strategy I C C AR C C C C C C C C C C C C C C C C R C C C C C R R C I I 41. Develop declutter strategy I C C A C C C C C C C C C C C C C C C C R C C I I C R C C C I I 42. Provide support to staff to I A A R C C C C C C C C C C C C C C C C R C R I C R R I I digitise teaching materials 43. Prepare Staff to decant I A A R C C C C C C C C C C C C C C C C C C C I C C R R I I 44. Allocate staff desks at new destination I A A I R R R R R R R R R R R R R R R R R C C I I C I I I I 45. Establish procedures with CJV for movement of equipment I C C AR C C C C C C C C C C C C C C C C C C R I I C C R C C C 46. Brief DIT Staff & Students on agreed procedures A A A R C C C C C C C C C C C C C C C C C C C C I C C R 47. Labelled boxes delivered to I I I I I C C C C C C C C C C C C C C C C C I I I C C I I A R existing staff offices 48. Academic staff pack items to I I I A A R R R R R R R R R R R R R R R R R R I I C I be moved 49. Administrative & Technical I C C A R R R R R R R R R R R R R R R R R I R I C I staff pack items to be moved 50. CJV moving staff belongings I C C C C I I I I I I I I I I I I I I I I C I I C C C I I A R 51. Staff unpack at new destination I A A C A R R R R R R R R R R R R R R R R R R R I I I I 52. Monitor the moving process I I I C AR I I I I I I I I I I I I I I I I I C R I I C I I C C 53. Issue Decant Completion Report to SLT I A C C R R C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C vi

18 Appendix C Categories of Equipment to be relocated A. Equipment impacting on construction e.g. equipment requiring specialised ducting for exhaust fumes, items that must be built in to the new building, etc. B. Equipment whose movement will require alteration of existing building C. Large scale equipment requiring disconnection, specialist movement, reconnection and certification prior to use, e.g. woodworking equipment, large electrical equipment, etc D. Small fixed equipment requiring disconnection, reconnection and certification prior to use E. Sensitive equipment that is susceptible to damage, e.g. laboratory glassware, etc. F. Equipment requiring specialist commissioning or calibration, e.g. measurement equipment in science labs, specialist equipment for Optometry, etc. G. Portable laboratory/workshop/kitchen equipment H. Equipment of irregular shape that will not readily fit into a crate I. Staff belongings/personal effects (Other categories to be added) vii

19 Appendix E viii