ADD2300 Research of new ways of working-Workplace Utilisation study

Type of decision: 
Assistant Director's decision
Code: 
ADD2300
Date signed: 
29 November 2018
Decision by: 
Jamie Ratcliff, Assistant Director, Housing

Executive summary

This decision seeks approval for additional funding of £10,000 to expand the work approved by ADD2273 to include a Workplace Utilisation study. This will take the total approval for this project to £35,000. This survey will provide essential data to help manage and improve the efficiency and effectiveness occupation in both City Hall and Union Street offices. This work is being overseen by the resources and well-being working group, which was established as part of the GLA Senior Management Team’s response to the staff survey carried out in late 2017.

Decision

That the Assistant Director -Housing approves:

Expenditure up to £10,000, funding from the corporate contingency budget, to pay for a full utilisation study of desks and meeting rooms that will contribute to create a new vision for working at the Greater London Authority. This will take total approved expenditure on this initiative to £35,000.

Part 1: Non-confidential facts and advice

Introduction and background

Well-being and resources was one of the key priorities identified by the GLA's Senior Management Team (SMT) from the 2017 Staff survey. The others are reward and recognition; and Performance, diversity and inclusion.

The Assistant Director – Housing (Jamie Ratcliff) and Assistant Director – Skills & Employment (Michelle Cuomo-Boorer) have volunteered to lead a task and finish group to tackle this area, with sponsorship from Executive Director Martin Clarke.

ADD2273 approved the commissioning of some advisory support to help us understand how other organisations have developed interesting, innovative or experimental new ways of working, and to produce case studies that can help to inform the GLA’s vision for how staff should work. This vision could help guide the wider cultural change that is needed to take advantage of the technology platform that has been established and to inform the level of space that the GLA needs to provide for its staff to work in.

Following that approval Advanced Workplace Associates (AWA) were appointed through a competitive process to carry out this work. Through the engagement with them a need for a thorough and detailed understanding of workplace utilisation has been identified. This will be achieved through a regular and ongoing review of all desks, workplaces and meeting rooms over a two-week period.

The survey and report will provide a body of evidence to show and understand the patterns of occupation through time across all GLA workplaces including desks, meeting spaces, meeting rooms, City Hall café, touchdown spaces and reception . This evidence will help inform a vision for future ways of working at the GLA which will help guide the wider cultural change which is needed to take advantage of the technology platform that has been established and inform the level of space that the GLA needs to provide for its staff to work in. In order to facilitate this an additional payment of £10k is required. This will take the total payment to AWA for this work to £35,000.

It is proposed that the existing contract with AWA be amended to include this additional scope and contractual payment.

Objectives and expected outcomes

The survey will identify a comprehensive picture of utilisation across the occupied space which will include all work settings areas across City Hall and Union St.

The outputs from the study will include granular and comparative data on utilisation for individual teams, floors and by type of work place (e.g. meeting room or desk).

An assessment of the maximum capacity based on any under-utilised capacity.

Half and full day demand modelling to indicate what volume of work settings are required to support current headcount and future headcount activities.

High level assessment of profiles for in office, in and out of office and remote working workstyles across teams.

Equality comments

The public-sector equality duty requires the identification and evaluation of the likely potential impacts, both positive and negative, of the decision on those with protected characteristics (age, disability, gender reassignment, pregnancy and maternity, race, gender, religion or belief, sexual orientation) and set out how you are addressing the duties. This duty will be considered throughout the procurement process in line with standing GLA’s recruitment policies.

Other considerations

The specification for this work will be involving surveyors sub-contracted from Advanced Workplace Associates.

Financial comments

This decision seeks approval for an additional expenditure of up to £10,000 for the procurement of a utilisation study at the Greater London Authority. The original decision ADD2273 approved £25,000 spend in September 2018, taking the total expenditure for the work on new ways of working across the GLA to £35,000.

The expenditure will be taken from the Corporate Contingency budget and will be spent in 2018/19 financial year.

Activity table

Activity

Timeline

Amendment to contract with AWA

November 2018

Utilisation study conducted

November-December 2018

Initial report on utilisation study

December 2018

Final report from AWA

January 2019