Service Planning and Office Moves
The number and complexity of requests for changes in office accommodation is becoming an increasing issue, in the main due to ongoing service restructures. Our offices have been set up in accordance with the principles for desk space and break out facilities implemented during DBS. Accommodation is at full capacity for desks and also for associated network/telephony in the following offices:
- Keith Community Hub,
- Buckie Cluny Square
- HQ zones 8, 9,10 (on first floor) and 12 (payments and internal audit areas)
This means that any requests to locate additional staff or relocate staff in these locations can only be achieved through more flexible use of the existing desk provision by the service involved.
Implementing Changes
There are a number of factors to be considered when changing occupation at any of our corporate buildings and we strongly recommend that plans for any changes should be notified to the asset management team ideally with a minimum of 5-6 months notice (but in urgent circumstances as soon as any changes are anticipated), to allow all issues to be considered. Last minute requests will not be able to be processed during the next 3 to 6 months due to Asset Management staffing pressures and any new staff accommodation requests, or change in existing location requests, will take a lot longer to progress.
The need for advance notification is to provide sufficient time for options to be identified, prepared (including ICT requirements to be specified and costed), considered and approved appropriately. This timescale would also incorporate adequate time to provide affected staff with sufficient notice to prepare detailed actions for moves
For information there are a number of potential additional costs associated with moves which may require to be funded from service budgets (depending on circumstances):
- adaptations (if required)
- infrastructure (telephony/network)
- moving service items from one location to another
- desks/chairs
- ICT provision
Process for changes affecting property
Any proposed changes need to be defined by the service to identify what the objective is. To start the lead officer should complete the appropriate form:
- changes within existing office allocation (Word)
- Service to complete the following and obtain authorisation internally prior to sending to Asset Management team at Propertyassets@moray.gov.uk
- Once the initial request for a move has been accepted it will be given a reference number and the service should then complete the following stage
- for reduction in requirements - please email us
After we've received your form or email, an initial meeting will be arranged with a member of the team to discuss the detailed requirements. Afterwards, an options appraisal will be carried out and a decision made on what action is to be taken. Should the proposal be implemented, an indicative timescale and schedule of tasks will be prepared and a move date will be specified - view our accommodation request change process
DAR/Committee Reports
To make sure that appropriate staff accommodation is available, any DAR or committee report that results in increasing or decreasing staffing levels in corporate buildings must be passed through asset management as a consultee to allow property and infrastructure issues to be considered. These issues should be clearly identified under the Property Implications report section and the intended location for any new staff must be considered at the start of the process under discussion with asset management
Any queries should be directed to the asset management team via:
Email PropertyAssets@moray.gov.uk
or
Telephone Property Admin on 01343 563700