Schools Forums - Presentation Nov 2016

Buckinghamshire County Council
BSP Support
Services Forum
Welcome
Business Services Plus
New Format
The format of the BSP Support
Service Forums required a
refresh.
Initial Feedback
Common Requests
Changes
Agenda
Customers Feedback
Positives +
Well attended
Good opportunity for
networking
Likeminded delegates
Promotes togetherness
with frank and open
discussions
Local locations
Timing is just right (9-1)
Sessions provide good
updates
Negatives Too Formal

Limited networking time
with peers
Amateur presentation
style
Limited 121 time
Presentation Fatigue
QTY of the forums
Added value reasons to
attend
3
Common Requests
Presentations should be recorded

More emphasis on networking
Break up the Presentation Slog with more downtime
Expo style break out areas/pods to discuss 1 on 1 or in
small groups product specific services
Allow delegates to plan their day Discover what
matters to them
Provide added value activities Such as mini training
sessions
New locations/Updated technology
Format Changes
Digital Bookings
Expo Format
stalls
groups
Frequency
main
recorded
event. (March
Locations
Eventbrite Bookings
Mixed breed of
presentations/networking/
& workshops/focus
Reduced frequency to 2 events
a year (+ a webinar) All
stage presentations
for sharing post
2017)
AVDC Aylesbury
Review of 2nd location
(Suggestions?)
5
Agenda
Harrow/BCC Shared HR Service

New shared HR service from
Employee Relations to Payroll from
21st August 2016
Builds on the existing relationship for
other back office services with Harrow
Managed by BCC - Harrow staff TUPE
across in April 2017
So what Significant cash savings for
both councils, approx. 1.2m over 3
years
Allows us to get best value from
contracts, increase knowledge sharing
and resilience
7
For Fun: Stall Bingo

Collect STAMPS from the corresponding stall names on
your card
The Rules:
1 Full Line Diagonal/Horizontal or Vertical
Placed into the FEEDBACK BOX
25 Marks & Spencer's Gift Voucher!

Commercial Services Stall Speak to our team today
8
Property Services
Property Plus 2017-18

Potential Changes To Property
The Authority is reviewing and overhauling its current approach to
property maintenance.
Stage 1:
The reintroduction of the in-house Property Service Desk

this summer.
Stage 2:
The replacement of Bilfinger with a framework of specialist

contractors.
Stage 3:
Refreshing of the property maintenance service packages

offered to schools.
10

Bilfinger
The Authoritys building maintenance term contract with Bilfinger is

to finish on 31 March 2017.
Bilfinger have been notified of our intention not to exercise our

option to extend the term.
They are to be replaced by a framework of individual specialist

contractors.
The larger of these contracts have been subject to the OJEU

procurement process.
11

Bilfinger
Specifications and schedules required for the new contracts were

put together in the summer.
These contracts are currently out to tender and they are to be

awarded by the end of January 2017.
There will also be reactive building fabric maintenance contractors

based on geographical areas.
Commencement of the new contracts will be 1st April 2017.
12

Property Plus Schools Package Proposal
It is proposed to combine both the Buyback and STAR packages

into a single new package Property Plus.
The wish is for a fairer and more transparent service for all schools
and academies alike.
13

Property Plus Schools Package Proposal
There are 4 main components to this proposed package:

A membership fee,
A comprehensive planned preventative maintenance (PPM)
service,
A reactive maintenance itemised account, and
The facility for one-off building work commissions.
The first 3 will all be based on the schools gross external floor area
(GEA) as before.
14

Property Plus Membership
Access to Property Plus will be through a Membership Fee
In turn this will provide:
Unlimited 24/7 support from the Authoritys Property Service Desk,
A customer web portal to view servicing schedules, key

documentation, tracking calls etc.,
15

Property Plus Membership
Access to Property Plus will be through a Membership Fee
In turn this will provide:
Access to the Authoritys in-house Property teams operational and

technical expertise,
Access to the Authoritys vetted and approved framework of

maintenance contractors.
16

Property Plus PPM
You will have access to a Comprehensive PPM Service consisting of:
Your schools own priced itemised PPM schedule,
Have all your statutory testing and repair carried out by approved
servicing contractors,
Have all your periodic inspections, servicing and maintenance of

plant and equipment carried out approved servicing contractors,
17

Property Plus PPM
You will have access to a Comprehensive PPM Service consisting of:
Access to the Property Service Desk for PPM support,
Advantageous rates charged by the contractors through bulk

purchasing of services.
18

Property Plus Reactive
Your school will have its own Reactive Maintenance Itemised
Account consisting of:
Instead of pooling contributions you will have your own transparent

account with an advised advance that you can track as you burn it
down,
Any unused funding in the account will automatically be carried

over into the following year,
19

Property Plus Reactive
Your school will have its own Reactive Maintenance Itemised
Account consisting of:
You will ultimately be responsible for any reactive work carried out
by agreeing or not to quotations submitted for works,
For controlled schools the table of maintenance responsibilities will

remain in place with the middle (shared responsibilities) column
being subject to a schools unique financial threshold,
All works will be carried out by an approved framework contractor.

20

How Property Plus Will Work
How it is proposed that Property Plus will work:
We will give your school an itemised quote for the membership fee,
the cost of the PPM servicing and an advisory sum for your reactive
maintenance account; all based on your schools GEA.
You will then be expected to pay a one-off annual membership fee

at the outset.
You will also pay in advance a one-off payment for all your PPM
work for the year.
21

How Property Plus Will Work
How it is proposed that Property Plus will work:
You will also set up your individual schools account for reactive
work containing the advised sum in it with the ability to have a
statement of it at any time.
Obviously if there is a deficit in the account it will incur notional

administration costs but you will offered the chance to top it up in
advance of it running low.
22

What Property Plus Will Mean For Your School
You can be assured that all your entire mandatory PPM servicing
and checks have been completed.
Youll know that youre getting guaranteed value for money through
approved suppliers.
Youll be joining a network of customers that we can facilitate
opportunities to speak with others.
Youll have unlimited access to our dedicated service desk with
your property related questions.
23

What Property Plus Will Mean For Your School
You will have an advanced portal through which you will have
access to your property information.
The web portal will allow you to check your PPM and track your
calls history.
Youll know that all the money paid in to your reactive work account
will only be spent on your school and that any excess in the
account will run over into following years for a rainy day.
You have access to our property professionals and our framework
of approved contractors.
24

What Do You Think? Get Involved!
Market stalls
121 with John Collins to discuss current service provision queries,

the new Property Plus service and any other business.
Property Services Focus Group (Today at 11am)
Max 10 delegates required

Your opinions matter, help us shape this service!
Facilitated by the Commercial Team & John Collins
25
Questions
26
Health and Safety
27
Health and Safety Aims
Act as your Competent Person (required by law)
Provide solid advice to our customers.
Promote the growth and development of a positive

Health and Safety Culture.
28
Support
Telephone and email advice during working

hours 52 weeks/year. 01296 382233
Helpdesk
Immediate response in case of emergencies
Investigation of serious accidents/incidents

or those resulting in insurance claims.
Display Screen Assessment support.
Support for newly appointed Headteachers

29
Learning Programme
Asbestos
Evacuation Chair Training
Legionella
COSHH ( Control of Substances

Hazardous to Health)
IOSH Working Safely

Portable Appliance Testing
IOSH Managing Safely

Pool Carers Course
IOSH Managing Safety

Refresher
Visual Tree Assessment Course
Fire Risk Assessor Training
Bespoke training offered
Fire Warden Training

30
Twilight Session Available For:

Supporting Pupils with
Medical Conditions
Manual Handling of objects
Personal Safety Awareness
Stress Awareness
Workshop (soon to be
advertised via SchoolsWeb)
31
Audits
Primary Audits
Secondary audits
Radiation Audits
All audits now receive a grading

A-D
Health and Safety Audit every 3

years or sooner, if you need
further support
32
Update
Annual Health and Safety Compliance check (self

audit)
Check and Chat visits available for members of SLT
Firework/Bonfire Events
New accident reporting system in development
33
Update
Schools recommended to have a emergency

salbutamol inhaler on site (DH)
Model Health and Safety Policy for Schools 1.6 (April

2016)
Ensure all risk assessments are signed and dated
34
Questions
35
Employee Relations Advisory

Service
36
Employee Relations Advisory Service

Additional Services we are able to offer schools:As well as our HR Support Service for the staffing issues
that arise in your schools, other popular areas of support
include: Mediation
Investigation Officers
HR Training for Heads and Line Managers
37
Mediation the alternative dispute

resolution service
Helping employees to resolve conflict, disputes and
misunderstandings in the workplace
Personality clashes
Poor communication
Breakdown in working relationships
38
Mediation the alternative dispute

resolution service
Uses ACAS Model of independent facilitative mediation
Makes employees talk and listen to each other
Non-judgemental, employees have to find their way
forward together
Helps avoid grievances, or can be an alternative to the
formal process
Helps rebuild relationships AFTER formal procedures
Aims to resolve conflict quickly and cost-effectively
Demonstrates employers support to employees
39
Consider for Conduct Issues and Grievances
Using an independent officer may help by: Having time to conclude investigation less juggling
their day job / commitments
Demonstrating a lack of bias and independence of
findings
Having no impact on ongoing working relationships
after investigation is concluded
40
Consider for Conduct Issues and Grievances
Being trained in: Appropriate interviewing skills
Evaluating and collating evidence
Robust and clear report writing
Presenting evidence and questioning skills during
formal hearings
41
HR Training for Heads & Line Managers

Our Original HR Training: Core Management Essentials
Using Informal HR Procedures
Using Formal HR Procedures
42
HR Training for Heads & Line Managers

Our New Offerings: Employee Engagement
Building loyalty, increasing motivation levels, making
staff feel good about their employer!
Difficult Conversations
Staying in control whilst working through those tricky
issues with challenging staff, to get the changes that
are needed
Can you help us re-name these?

Pop over and see us later on our stand.
43
Questions
44
Resourcing & Safeguarding
45
Recruitment & Retention Project

Updates
Website development
Creating video content
More information about housing & living in Bucks
Monthly recruitment newsletter
Candidate experience guidance
Example adverts
Exit interview guidance
New starter checklist
Succession planning guidance
Hours of work
46
Safeguarding in Employment
We aim to do the basics well. but do we?
Please let us have your feedback:
DBS Checks and other vetting: processing, systems and
advice
Legislation and Government Guidance
Eligibility
Less common situations: CGCs, Childcare
Disqualification Regulations
Documentation
47
Some recent developments

New Schoolsweb pages:
- based on the most common questions received from
schools
Single Central Record (SCR):
- new model published
- half day workshops (for 10 delegates per session)
coming soon
More information to be published soon: contractors,
lettings, volunteers
48
Resourcing and Safeguarding in Employment

Any queries please come and see us at our
stall this morning
Please complain! We learn from complaints and
we want the chance to put things right
Any wish lists?!
Please contact Lorna Fisher and Pat Stappard
for more information
49
Questions
50
Payroll & Pensions
51
Payroll Update - SIMS to SAP

Technical build has been completed
Easy deployment to School
2 Schools have completed testing/parallel running and will go
live in December 2016
SIMS to SAP task force created
Providing on site personalised support
16 Schools/Academies are in the process of aligning data
Rollout to remaining Schools and Academies from Spring
2017
Payroll Update Future changes

Apprentice levy being introduced May 2017
0.5% levy on the monthly pay bill fro m April 2017
Employers with annual pay bill <3m excluded
15K annual allowance for each employer
Intended to encourage the take up of apprentices
Levy can only be used to pay for specific apprentice costs.
Further update expected shortly
IR35 change being introduce April 2017
Engagement through a Personal Services Company (PSC)
being removed for Public Sector organisations
Status will be a worker PAYE, ERS NIC and Pension?
Pensions Update - Future changes

Teachers pension
Joining MDC programme from April 2017
Comprehensive submission of membership data every
month
Extends the data requirements e.g. email address
LGPS
Automation and simplification of monthly reporting
Compliments Member self service with providing real time
data
Extends the data requirements e.g. email address
Questions?
Payroll and Pension team colleagues are available on our stall if
you have a questions or feedback on our services.
Or alternatively please call the HR Service Desk on

01296 382233 or email hrservicedesk@buckscc.gov.uk
PSN / BucksGfL
56
Components of PSN / BucksGfL

1. Internet connectivity going up to 100mb/s and above,
priced accordingly.
2. Essential software that comes with your broadband
connection
3. Optional software which attracts an additional charge
57
Our Packages
Package name
We Recommend This For:
Prices
PSN 4 Bronze
Broadband
Remote schools
1,018 plus
2.26 per pupil
PSN 4 / 40 Silver
Broadband
Junior, infant or smaller combined

schools.
2,420 plus
2.26 per pupil
PSN 100 Gold

Broadband
Ideal for secondary schools

An industrial strength 100mb/s fibre
circuit.
6,966 plus
4.41 per pupil
NOTE: There are other bespoke offerings for PRU and some split site schools
58
Essential Software Included

Product
Web Filtering
Firewalls
Email filtering
User Management Portal
Email - @bucksgfl or @blpmail
Email - @schoolname.bucks.sch.uk
Single sign on
Customer Service Portal
Texting Service
Unsure what
these mean?
Come and talk
to us
59
Optional software (Additional Charge)

Package name
DNS Registration
Remote Access set up
Remote Access per account
Transparent Proxy new set up
Transparent Proxy annual
maintenance
Unsure what
these mean?
Come and talk
to us
60
Update
SSL Filtering
This is a free of charge enhancement to your web
filtering.
Many schools have already installed the software and it
is working well.
If unsure if your school has already installed SSL
Filtering please contact us for confirmation of your
current status.
61
What's New?
2% increase in costs across all products
The introduction of Capita MITS for specialised
education support!
Updata was purchased by Capita
Updata service desk to be replaced by Capita MITS.
Load taken away from Updata to concentrate on
improving the network.
62
What's New?
Office 365
Online Apps
Onedrive
Dedicated tenancy Pilot phase
Moodle VLE Replacement currently being developed.
Details to follow in the Spring Term. Thank you to all
who assisted in the requirements gathering process!
Web Hosting as a Service
63
Questions
64
Energy
65
Re:fit for Buckinghamshire Schools

What are the aims? What could Re:fit do for you
Improve your buildings
Reduce maintenance costs
Provide a technical assessment of your energy needs and
the potential opportunities.
Support the financing to install improvements
Provide technical expertise
and most importantly, to provide a contract that guarantees
savings
66
Re:fit for Buckinghamshire Schools

Developed with the BCCs Energy Performance Supplier
Engie, National RE:FIT Programme & Salix Finance for
Primary, Secondary & Special Educational Needs schools
Access to a pre-procured supplier has delivered
improvements to council corporate buildings and a number of
schools
Managing the installations of Energy Efficiency Solutions
Guaranteed energy savings (kWh)
Salix to fund the installations
Up to 8 years repayment period, (repayments via the energy
savings)
Built on the experience from delivered projects
Council and school buildings
67
ENGIE Formerly Cofely

Bucks CC are currently working with
ENGIE to provide energy efficiency
project for our corporate buildings.
1 billion UK turnover
15,200 employees in UK
14,000 managed sites in UK
23.6 million m2 of managed space
Over 75 years experience in energy
performance contracting
Vast experience in delivering services
for Local Authorities and schools
68
Examples Of Energy Efficiency Solutions

Lighting solutions
Building management system (BMS)
Mechanical/ electrical efficiency
solutions
Plant room boiler hot water and heating
systems
69
Salix Finance
100%
INTEREST
FREE
CAPITAL
FINANCE
LOANS
70
Salix Schools Loan Application

Buckinghamshire County Council will submit your application
online on your behalf
The application will include:
Online application form with contact details
Salix Compliance Tool detailing your projected savings
information
Supporting information (IGP) on how savings have been
calculated
71
Re:fit - Buckinghamshire School

Process
Governor and
Head buy-in
Opt agreement
signed
Data gathered
on selected
buildings
Summary of
identified
energy
savings &
solutions and
investment
required
Governing
Body reviews
and signs off
summary
Investment
Grade
Proposal (IGP)
Call off
Contract
Phase 2
Governing
Body reviews
IGP
Building
contract
signed
Funding
Application
Funding
agreement
signed
Agreement to
proceed
Annual
report
Verifying the
savings for
the project
Installation
Agreement to
proceed Call off
Contract
Phase 1
72
Why participate?
Re:fit for Buckinghamshire Schools programme provides
guaranteed energy savings plus a number of other potential
benefits:
New and better equipment installed (failing systems can be
prioritised)
Reduction in maintenance backlog and maintenance costs
Improved systems provide better building knowledge and
early issue awareness
Improved environment for staff and pupils (air quality,
reduction of hot/cold areas, lighting etc.)
Funding via Salix Finance or Engie*
Payback of the investment is
guaranteed with the delivery risk
transferred to the supplier
73
How to participate with Re:fit

Register your interest
Arrange for a meeting relevant staff members to gain
agreement
i.e. Finance Manager, Bursar, Head Teacher or Chair of
Governors
Sign the Opt-in Agreement
Building data and visit date clarified
74
Bucks County Council Contacts

Joanna Mitchell
Energy & Resources Officer
jomitchell@buckscc.gov.uk
01296 38 2323
Filipe Fernandes
Energy & Resources Officer
fifernandes@buckscc.gov.uk
07710 146879
75
Questions
76
Wrap-Up
77
Wrap Up
Next Dates
Late Feb/Early March 2017
Details of these will be communicated to you late
January
Bigger & Better
2 Locations
2 Times a year March & Early October/November
Further changes based on customer feedback
78
Wrap Up
Feedback
Feedback forms are on the back of your BSP Stall Bingo
Card We value your opinions!
Thoughts on the new format

Location
Content
How can we improve?
Prize Draw - 25 John Lewis Gift Voucher!

79
Questions
80
Thank You
Business Services Plus
81

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Buckinghamshire County Council

Buckinghamshire County Council

Buckinghamshire County Council

Negatives Too Formal

Buckinghamshire County Council

Presentations should be recorded

Buckinghamshire County Council

Buckinghamshire County Council

Buckinghamshire County Council

Harrow/BCC Shared HR Service

Buckinghamshire County Council

For Fun: Stall Bingo

25 Marks & Spencer's Gift Voucher!

Buckinghamshire County Council

Buckinghamshire County Council

Property Plus 2017-18

The reintroduction of the in-house Property Service Desk

The replacement of Bilfinger with a framework of specialist

Refreshing of the property maintenance service packages

Buckinghamshire County Council

Property Plus 2017-18

The Authoritys building maintenance term contract with Bilfinger is

Bilfinger have been notified of our intention not to exercise our

They are to be replaced by a framework of individual specialist

The larger of these contracts have been subject to the OJEU

Buckinghamshire County Council

Property Plus 2017-18

Specifications and schedules required for the new contracts were

These contracts are currently out to tender and they are to be

There will also be reactive building fabric maintenance contractors

Commencement of the new contracts will be 1st April 2017.

Buckinghamshire County Council

Property Plus 2017-18

It is proposed to combine both the Buyback and STAR packages

Buckinghamshire County Council

Property Plus 2017-18

There are 4 main components to this proposed package:

Buckinghamshire County Council

Property Plus 2017-18

Unlimited 24/7 support from the Authoritys Property Service Desk,

A customer web portal to view servicing schedules, key

Buckinghamshire County Council

Property Plus 2017-18

Access to the Authoritys in-house Property teams operational and

Access to the Authoritys vetted and approved framework of

Buckinghamshire County Council

Property Plus 2017-18

Your schools own priced itemised PPM schedule,

Have all your periodic inspections, servicing and maintenance of

Buckinghamshire County Council

Property Plus 2017-18

Access to the Property Service Desk for PPM support,

Advantageous rates charged by the contractors through bulk

Buckinghamshire County Council

Property Plus 2017-18

Instead of pooling contributions you will have your own transparent

Any unused funding in the account will automatically be carried

Buckinghamshire County Council

Property Plus 2017-18

For controlled schools the table of maintenance responsibilities will

All works will be carried out by an approved framework contractor.

Buckinghamshire County Council

Property Plus 2017-18

You will then be expected to pay a one-off annual membership fee