ESTATE PLANNING
The physical condition of the estate, compliance, and Net Zero carbon goals, are all intrinsically linked to ensure that effective capital planning and potential funding streams are available.
and referenced across all reports, will ensure that progress can be logged and areas that are not improving investigated.
Piloting the study to ensure a trusted dataset The benefits of having a trusted dataset for the future, and the extent to which it can help Estates managers, will depend very much on the individual scenario and the level to which data is actually collected. However, what will be apparent is that agile reporting on the property portfolio, rather than relying on anecdotal information, will be beneficial in many ways to all stakeholders. A robust pilot study is crucial to the
successful delivery of any surveying commission. At RLB we recognise that no two commissions are the same, and that all clients have specific drivers, despite the six- facet survey being an HBN requirement. A pilot survey exercise should be undertaken to help support the following: n Minimal disruption to the Trust at roll-out, with only a small area being surveyed initially.
n The creation and design of access protocols for the remaining programme.
n A communication plan and programme agreed with the Trust and clinical delivery teams, to facilitate access and a better understanding among all departments. n A deeper understanding of the Trust’s
Data on occupancy levels is already captured under space utilisation, and can be enhanced by capturing data at room level using digital technology and IoT.
requirements for the programme.
n Understanding how the six-facet survey fits in with wider strategy, in more detail, such as sustainability and Net Zero carbon objectives.
n Formulating bespoke template spreadsheet and reporting dashboards.
n Presenting and reviewing a Request for Information required by your consultant.
n Testing of the process to upload/ download to a CAFM system if needed.
n A concise mobilisation phase for the main programme.
n Development of bespoke training materials and a Quality Plan.
n Presenting the pilot study prior to Trust- wide roll-out to ensure that you are getting what you need.
n Working with your Estates team to demonstrate the data in the future, and allow trust to be created in the data with a wider ownership of it.
n Lessons learned being shared to support the long-term health of the dataset and reports.
Ensuring cost control A well-executed pilot survey will encourage a collaborative approach throughout the entire programme, ensure cost control, and allow stakeholders to build trust in the survey data from the outset. Lessons learned can then be carried forward into the rest of the programme
for the benefit of the end-result. This has become increasingly important recently, with significant increases in the costs of materials and labour affecting replacement costs, and having a big impact on backlog profiles and values. It’s vital that this is communicated to Estates teams at an early stage to build awareness of the impact on their backlog maintenance, and how they can explain it to their internal stakeholders. Once the dataset has been collected, we
recommend a three-step plan of action: 1 Create a series of bespoke dashboard reports to summarise and signpost the collated information into true actionable intelligence – start with the end-goal in mind, and capture the appropriate data in a way that drives your end-results. This is a key area where sustainability themes can be bought forward into the dashboard reporting – identifying key elements inside the six-facet methodology that would be part of a decarbonisation plan, for example – and bring those elements to the forefront of the reports. This can help to identify projects that would traditionally sit under a ‘business as usual’ backlog maintenance project that can be potentially funded separately, or prioritised as part of the capital planning activity.
2 Run collaborative workshops with the appropriate Estates team or FM
June 2023 Health Estate Journal 39
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