Archive for category: Estate Services

The University of Leeds has achieved a Gold status and is a winner in the Universities, Colleges and Further Establishments category at this year’s Yorkshire in Bloom

Thanks to the hard work of the Estates and Sustainability teams, the University achieved a Gold award for its variety of well-maintained planted areas around campus, the volume of green space and future plans for the creation of green walls.

Yorkshire in Bloom – the regional body representing the Britain in Bloom – organises its annual competition encouraging schools, businesses and other community groups to create pleasant natural environments around them.

Sustainability was a major focus of the University’s submission, with significant interest paid to the Living Lab Sustainability Garden and the involvement of members of the University community in sustainability efforts around campus.

The award marks another successful result for the University in the Yorkshire in Bloom competition, winning Gold in 2017, 2019 and 2022.

Find out more about the Grounds and Gardens team.

The FMSD is the new online process that enables people to report maintenance jobs across the estate, and informs those who carry out the work what the jobs are. It is an integrated workflow management system.  

The Facilities Directorate bought the system from Planon, a company that offers a range of software products. They chose their Computer Aided Facilities Management (CAFM) software because it focuses on asset and maintenance management.  

The University uses the Planon system for other activities, including desk booking and space management. 

This is the first implementation of the Planon maintenance function. The next will support the University’s Health and Safety requirements. 

Is the system live?

No not yet. There is a huge amount of work going on to enable the system. Much of this is around the interface of the CAFM software with SAP and other University online systems.  

The system is housed on the Estates website and requires the design of a complex webpages linking to the CAFM software housed on the Planon website.

Who uses the FMSD?

• Staff who would usually contact the Estates Helpdesk via phone, SAP or email to report a maintenance issue. 
• Staff who receive and schedule maintenance jobs. 
• The FD’s Maintenance team and external contractors, i.e those who carry out the maintenance and compliance jobs, and their managers.  

What are the benefits of the FMSD?  

Efficiency: 

• Replacing an admin-intensive, paper-based system, the FMSD enables the assignment of jobs to colleagues such as plumbers and joiners working in the Maintenance team through their mobile device . 

Transparency: 

• Staff will be able to view maintenance jobs raised in their building in the system meaning that that facilities managers and others can plan, execute and monitor all activities involved in reactive and planned preventative maintenance. 

User-friendly:  

• People logging jobs enter the system through a webpage that has clear icons prompting a set of questions related to the types of jobs. 

Enables Health & Safety: 

• Supports the FD in keeping buildings and assets in the required technical and functional condition. A safe workplace enables everyone to do their jobs effectively. 

Environmental  

• Well-maintained facilities use less energy and produce less waste.  

Helps achieve business objectives: 

Aim three of Our Way Ahead: 

• We will deliver our services staying focused on the needs of our communities and on environmental and financial sustainability.  
• We will focus our services to reflect the expectations, needs and experience of students, staff and the wider University communities while ensuring they operate in an efficient and sustainable way. 
• Shaping our services to be focused on the experience of the user, we will continually look at opportunities to improve service delivery. 

Read the Facilities Directorate business plan – Our Way Ahead.

The University of Leeds is working with a new waste management provider to inform its approach to waste. 

Driving down carbon emissions

New contractors Mitie will work with Cleaning Services and other teams in the Facilities Directorate (FD) to explore further waste reduction techniques, seeking to eliminate waste before it’s created and driving down carbon emissions.

Michael Longstaff, Interim Deputy Director, Estates & Facilities, said:  

“We are now able to more effectively assess data and analyse the lifecycle of waste to inform interventions in our drive towards Net Zero, one of the seven principles of the University’s Climate Plan. 

“Awarding a new waste contract following a tendering process is in line with the FD’s delivery of services that stay focused on the needs of our communities and on environmental and financial sustainability 

“Our activity must reflect the expectations, needs and experience of students, staff and wider University communities while ensuring we operate in an efficient and sustainable way, as outlined in our business plan.” 

Thom Cooper, Acting Head of Sustainability, University of Leeds said: 

“What we purchase, use and dispose of at the University has big implications for sustainability. Working collaboratively with Mitie will enable us to minimise and simplify the waste we produce and therefore reduce our emissions and the resources we consume on a daily basis.  

“While our emissions from waste are not included in our Net Zero 2030 target, they are an important part of Net Zero Plus – those scope three emissions that we need to eliminate to meet our target of achieving no direct emissions by 2050.  

“Identifying ways to reduce or even avoid creating waste in the first place, therefore, and increasing recovery and recycling of what is left, supports the delivery our ambitious Climate Plan.” 

Waste management innovation

Under the contract, Mitie will build and maintain relationships that enhance and support the operation of waste management at the University as well as manage all subcontractors, optimise the collection schedule, provide and analyse data and suggest waste management innovations. 

There is also new guidance around ordering skips which can be found on the University’s purchasing website.

Visit the Cleaning Services webpage for further information. 

Find out more about sustainability at the University of Leeds by visiting here.

The University’s Cleaning Services team has become a British Institute of Cleaning Science-accredited training centre. The accreditation means that the team can standardise and deliver staff training to the high level set out by BICSc which is recognised internationally and across the industry as a gold standard.   

Helping the University achieve its aims

 Jill Roberts, Head of Cleaning Services said: 

“Delivering excellent standards of cleaning and service supports the University in achieving its aims.  

“The BICSc accreditation ensures that our highly-motivated team can develop professionally and consistently along industry guidelines, and I hope gives staff and students even more confidence in their fantastic colleagues.   

“The first part of the training initiative – the Cleaning Supervisor Certificate – has been very successful and participants feel they have hugely benefitted from it.  

“The relentless hard work, enthusiasm and passion of Dawn Abel, our training coordinator, has been at the forefront of this achievement. Thank you, Dawn!” 

Leadership and direction

James Atkins, Verification and Support Specialist at BICSc said :

“Accreditation requires leadership and direction, drive, and a willingness to learn and adapt to new ideas, whether you have been in the profession for 20 years or 20 months. We encountered all of these qualities and many more while working with Cleaning Services at the University of Leeds.  

“It has been a pleasure working with Jill and Dawn and the rest of the team and we look forward to  supporting them in the future.” 

Pictured left to right: Jill Roberts, Head of Cleaning Services, James Atkins, BICSc Verifier, Dawn Abel Training Coordinator and BICSc Assessor, & Denise Hanson BICSc Commercial Director

Find out more information about cleaning services at the University of Leeds.

Meet Adam Ives, Senior Project Manager in the Capital Development Team at the University of Leeds. He works on managing all phases of building projects across campus, from appointments through to delivery.

Describe your job in a few sentences

My background is as a Chartered Building Surveyor but more recently I‘ve made the transition into a full time project management role in the Capital Development Team.

I manage building projects across our very diverse property portfolio. Typically this involves appointing and managing design and construction professionals, advising and delivering on procurement strategy and managing the construction and delivery phase of a project through to completion.

I’ve been at the University for nearly seven years and really enjoy building relationships with academic, operational and senior colleagues who we have supported to deliver a large number of projects to improve our estate for the students and staff who use it.

Tell us about a current project

I’m working on several specialist laboratory refurbishment schemes which means managing specialist professionals and suppliers to ensure that spaces are fit for purposes to meet the University’s research objectives.

One of these, in the Sir William Henry Bragg Building, involves installing an electromagnetic shielded chamber to house two microscopes.

The design team are working closely with the microscope manufacturers to ensure the area is fit for purpose and meets strict electromagnetic and anti-vibration criteria.

The lab is very close to other sensitive research laboratories so  great care has been taken to design out any interference between the two.

What aspects of your work do you think are the most important to people at the University (staff/students) ?

For our staff and students to perform to their best, they need facilities which allow this to happen. My position allows me to directly change our physical estate, across the campus, which in turn provides an environment which is fit for purpose and allows people to achieve their potential.

I’m a small piece of a big team of professionals whose varying disciplines allows us to make a difference so that our students and staff can achieve their potential. I’m very proud of that.   

What do you like most about your job?

No two days  are the same and the fast-paced environment challenges me with a wide variety of problems – every day is a school day!

I get the opportunity to work on complex and innovative projects that are very varied, and  that is difficult to find in other sectors. And I love that we are supporting the next generation of thinkers and doers with our work. I find that very rewarding.

Tell us about a project you are particularly proud of

A highlight has definitely been the extensive refurbishment and remodelling of the Brotherton Library Special Collections Research Suite including the John Bedford Room.

The scheme completed in early 2022 and the work was done during the pandemic –  which presented a unique and challenging set of constraints – but the finished space looks and feels fantastic. They now have a modern work area which been sympathetic to the adjacent grade two listed Brotherton Reading Room, and the overall effect is stunning.

Part of the scheme included the installation of a large mezzanine floor, with feature windows, which repurposes existing atrium space to provide much needed research space for the library.

The team effort from our external design consultants, main contractor, internal operational stakeholders and faculty colleagues resulted in an enjoyable project which delivered a space that everyone should be proud of.