Embed Size (px)
Citation preview
DUBLIN INSTITUTE OF TECHNOLOGY
Decant Strategy Moving to the Central and East Quads
Rev: 1.8
Status: Draft - For Review
19 April 2018
Contents
1.0 Introduction ...................................................................................................................................3
Objective........................................................................................................................................3
2.0 Planning and Management of Decant ............................................................................................3
Governance ....................................................................................................................................4
3.0 High Level Decant Programme and Timelines .............................................................................6
4.0 Decant Communication Strategy ...................................................................................................7
5.0 De-clutter Strategy .........................................................................................................................7
6.0 Staff Decant ...................................................................................................................................7
Staff accommodation/destination ..................................................................................................7
Preparation of Staff to decant ........................................................................................................7
7.0 Equipment and Consumables Decant ............................................................................................8
Condition Assessment of equipment for decant ............................................................................8
Delivery of new equipment ...........................................................................................................8
Equipment Decant Warranty issues ...............................................................................................8
Decant cost benefit analysis ..........................................................................................................8
Equipment labelling .......................................................................................................................9
8.0 Consumables Decant .....................................................................................................................9
Decant of consumables ..................................................................................................................9
9.0 Access to Buildings .......................................................................................................................9
10.0 ICT Decant ....................................................................................................................................9
11.0 Risk Assessment: impact on academic function ............................................................................9
12.0 Disposal of Obsolete Equipment and Surplus Consumables ...................................................... 10
13.0 Appendices ................................................................................................................................. 10
Prepared by DIT Campus Planning Office: [email protected]
Abbreviations:
CJV Construction Joint Venture company (formerly referred to as the PPP Co)
DIT Dublin Institute of Technology
DPM Decant Project Manager
DPT Decant Project Team
GDA Grangegorman Development Agency
LTTC DIT Learning, Teaching and Technology Centre
MPB Migration Project Board
MPT Migration Project Team
NDFA National Development Finance Agency
PPP Public Private Partnership
SLT DIT’s Senior Leadership Team
DIT Decant Strategy – Moving to the Central and East Quads
3
1.0 Introduction
The relocation of Dublin Institute of Technology (DIT) operations to new premises at DIT Grangegorman
is among the most significant moves in the history of the Institute. This document sets out the strategy for
decant of staff, equipment, consumables and other items from their present locations to the East and Central
Quads at Grangegorman. This decant will be undertaken by the Construction Joint Venture (CJV) element
of the Eriugena group as part of the Public Private Partnership (PPP) being undertaken to design, build,
finance and operate the East and Central Quads. The procurement and construction of this project are
managed by the National Development Finance Agency (NDFA) on behalf of the State. This relocation
has a number of facets:
Several buildings will be decanted into two new buildings
Some moves are from long established locations whilst others are from recently occupied buildings
Approximately half of DIT’s teaching activities will relocate
Several different schools, with a wide variety of differing needs, must be accommodated.
Consequently, it is necessary to plan to decant the current locations and move in an agreed systematic
manner. It is essential that all staff are involved and fully informed of this process. DIT has extensive
experience of relocation, having undergone a number of significant relocations in the last 10 years, e.g.
decant of Head Office from Pembroke Street to Rathmines in 2007, of Zhivago building to Bolton Street
and Linenhall 2010, of Mountjoy Square/Portland Row to the Cluster Buildings at Grangegorman 2014
and more recently the planning and implementation of the move from Rathmines to Park House. In all of
these relocations, a systematic strategy was devised and implemented. Lessons were learned on each of
these occasions and these are incorporated into this strategy.
Objective
The purpose of the strategy is to ensure a smooth and efficient relocation from the current buildings to the
PPP Quads in Grangegorman minimising, where possible, disruption to the academic functions of DIT.
The strategy will also be useful to the (CJV) so that it can be used to inform the planning of their works
relating to the relocation of staff, equipment and consumables.
Appendix A shows the locations from which each of the Schools will move in 2020 to the Central and East
Quads.
2.0 Planning and Management of Decant
The decant will be undertaken and completed by the CJV. Planning and management of the DIT input to
the decant will be led by a Decant Project Team (DPT) comprising membership from the DIT Campus
Planning Team, the Migration Project Teams (MPT), the Estates Office, Information Services, Human
Resources, Procurement and Finance. Using the experience of the previous moves, this group will plan the
project, establish the resources required to complete the project, initiate the relevant actions to achieve the
project tasks, monitor progress and report to the DIT Migration Project Board (MPB). As DIT will be
providing input into the CJV contract, it is important to note that the overall project is managed by the
NDFA and that DIT’s role is a supporting one to the CJV.
The relevant Colleges/Schools/Units that will relocate to the East and Central Quads are currently engaged
in the planning for this move through the East and Central Quad MPTs. As the workload is anticipated to
DIT Decant Strategy – Moving to the Central and East Quads
4
increase substantially in the 12 months in advance of the relocation, The MPB will provide support through
a Decant Project Manager (DPM) who will drive and implement the project from DIT’s perspective. At the
discretion of the MPB, this may be a directly employed project manager or a resource similar to the
Rogerson Reddan project management facility employed by DIT for the 2014 move.
Once this DPM is appointed, it is expected that the CJV will liaise closely with him/her to ensure that the
relocation proceeds with the minimum disruption to DIT’s provision of its educational programmes.
Governance
At a planning and management level, the decant project will overseen by the DPT, This team will report to
both the PPP Project Board (through DIT’s Campus Planning office) and directly to DIT’s Migration
Project Board (MPB).
At local level, each College/School/Unit will be required to nominate a Decant Subgroup, to internally
manage the decant process. One of the members of this group should be nominated as the group leader to
act as its contact point for the decanting process. This person must have the authority to make technical
equipment decisions in specific spaces.
The governance structure for this decant is shown below in Figure 2.
Figure 1: Governance Structure for the Decant.
DIT Decant Strategy – Moving to the Central and East Quads
5
The key deliverables at each level in this structure are as follows:
Level Deliverables Subsequent Actions & Approvals
Decant
Project
Team
High Level Decant Programme Provide programme to all parties
Monitor progress and report to MPB
Specialist Equipment Report Provide to SLT for funding decision
Decant Communication Strategy Approval by MPB
Support MPTs and HR in implementation
Declutter Strategy Approval by MPB
Support MPTs in implementation
Existing Equipment Report Provide to NDFA/CJV
Decant
Subgroup
Condition survey of items to be
relocated
Provide report to MPT
MPT to alert MPB of cost consequences
Cost benefit analysis of moving
large items
Provide report to MPT
MPT to alert MPB of cost consequences
Risk Assessment identifying:
Safety risks in moving
equipment/consumables
Analysis of potential impact on
academic function
Provide to MPT who will assess suggested
control measures and further action required
Finalised list of items to be
relocated
Provide report to MPT
MPT to alert MPB of cost consequences
MPB to approve spending final list of new items
Provide finalised report to MPM
Document showing agreed
timing of availability of items to
be decanted
Provide to Decant Project Manager
Decant
Project
Manager
Ongoing monitoring report of
project progression
DPM maintains ongoing communication with
CJV to ensure operational readiness
Equipment commissioning sign
off procedure
DPM sets up, implements and manages the
process for procurement, receipt and
commissioning of new Specialist Educational
Equipment
DPM sets up, implements and manages the
process for receipt and commissioning process of
existing Specialist Educational Equipment
DPM provides verification that all equipment is
delivered, installed and commissioned in
accordance with appropriate requirements
CJV Construction Project Programme DPT develops and updates high level decant
programme
Detailed Decant Programme CJV and DPM coordinate decant tasks
DIT Decant Strategy – Moving to the Central and East Quads
6
In addition, the MPTs have a number of key responsibilities, including (but not limited to):
• Allocation of financial resources for the purchase of new specialist educational equipment
following that SLT decision on the level of such funding
• Escalation of appropriate actions to the MPB without delay
• Ensuring that all of the identified Decant Subgroups are constituted in time to undertake their
assigned tasks
• Providing leadership in cooperation with the DPM in the purchase, delivery, installation and
commissioning of specialist educational equipment
• Providing support to staff and students to ensure full cooperation in the decant process.
An initial stakeholder mapping exercise has been undertaken to establish clarity in terms of the roles and
responsibilities and a detailed assessment of deliverables. Relevant staff have been setting out the
individuals which are Responsible, Accountable, Consulted and Informed (i.e. the RACI process – see
figure 2 below) in relation to the various tasks involved in the Decant.
The developed RACI matrix is shown as Appendix B. It is intended that this document will identify all of
the relevant issues to be taken into account in the relocation, thereby providing certainty of the process for
the CJV, the DIT schools and support units, the staff of DIT and the GDA.
R Responsible
- Who is/will be doing this task? - Who is assigned to work on this task?
A Accountable
- Who has the authority to take decisions? - Who deals with the outcome?
C Consulted
- Who must be consulted before a decision is made or action is taken?
I Informed
- Who must be informed of actions, decisions and progress
Figure 2. RACI Process
3.0 High Level Decant Programme and Timelines
To plan the work to be undertaken in the decant, a high level programme, identifying tasks to be undertaken,
estimated durations, sequence and dependencies, will be developed in draft form by the DPT with input
from the Decant Subgroups. It will then be refined in consultation with NDFA and the CJV, prior to its
issue as a working programme. The programme will be a live document, subject to revision where
necessary as the construction phase of the project develops. The programme will allow appropriate periods
of time for preparation of the equipment to be moved and for compilation of appropriate documentation.
This will become the monitoring tool for the management of DIT aspects of the decant.
DIT Decant Strategy – Moving to the Central and East Quads
7
Once the Decant Programme is developed, staff briefings will be undertaken by the DPT to ensure that all
DIT staff are aware of the key milestone dates on the programme and of the obligations on staff themselves
to prepare for the decant. Staff will be notified that rigid adherence to the programme will be essential.
4.0 Decant Communication Strategy
Development of the Decant Communication Strategy will be undertaken by the DPT, with input from the
Decant Subgroups, the DIT Public Relations Office and the DIT Human Resources office. Communication
of details of the decant will be responsibility of the Decant Subgroup Leaders. The strategy document will
also be posted on the DIT website at http://www.dit.ie/grangegorman/information-for-staff/relocation/.
Presentations to staff on the Strategy will be provided by DPT on a systematic basis with the relevant
Colleges/Schools/Units.
5.0 De-clutter Strategy
Over several years, staff has gradually accumulated items that are no longer necessary for the delivery of
DIT’s programmes. The relocation provides DIT staff an opportunity to bring with them only the items that
are necessary and required for their current and future teaching and research. Unrequired or out of date
items should not be relocated. In addition, the teaching technology that will be available provides a unique
opportunity to maximise the use of digital material and to move away from older methods of lecturing
(involving the extensive use of paper). DIT staff will receive assistance to digitise their teaching materials
in the time between November 2018 and February 2020. A strategy document will be developed by the
Decant Project Team with input from various DIT units, such the DIT Learning, Teaching and Technology
Centre (LTTC) and will draw heavily on the experiences of staff moving in September 2014. The strategy
will have been fully developed by November 2018 and its delivery will become part of the migration
process.
6.0 Staff Decant
Staff members will be relocated to their new locations on a date which will be derived from the CJV
construction programme and will be discussed with the relevant staff several months in advance of the date.
Staff accommodation/destination
Each staff member moving to the new facility will be assigned a workstation with a coded reference. Again,
this will be notified to the staff member in advance of the move date.
Preparation of Staff to decant
The CJV will provide each staff member be given a maximum of ten boxes (400x300x300mm) for their
effects. Staff must ensure that their belongings are appropriately labelled and packaged. The CJV will then
deliver these effects to the staff member’s new workstation in the East and central Quads. Computers will
be separately moved.
It is important that staff in general when moving their effects have due consideration of the DIT de-clutter
strategy. Staff must only pack what will be required in the new location. Further personal effects not
required at the new location should be removed by staff as such items are likely to be disposed of when the
old buildings are being prepared for handover to the new owners.
DIT Decant Strategy – Moving to the Central and East Quads
8
7.0 Equipment and Consumables Decant
The decant of equipment and consumables is essential for the smooth operation of the Grangegorman
facilities. There are several different types of equipment which will be moved by the CJV. To prepare for
the move, the DPT will first categorise equipment (initial categorisation attached as Appendix C) and
identify equipment under each category (Appendix D – Equipment Relocation Schedule).
The Decant Subgroups will assess the current condition of each item to ensure that the benefit of moving
the equipment exceeds the cost of its relocation and to verify its fitness for purpose in the new building.
Only such equipment that is deemed fit for purpose in the new building will be relocated. A Health &
Safety risk assessment (which will form part of that referred to later in Section 11) will form part of this
process and the outcome of the exercise will be to identify a definitive list of the equipment to be relocated.
These assessments will inform the compilation of the final list of equipment to be decanted. The DPM will
inform the CJV where there are specific issues associated with movement of equipment. The equipment
Relocation Schedule will show the dates that relocation can take place and confirm by signature that the
item will be ready to move on the date identified.
By identifying each item under a specific category, the Decant Subgroup will provide details of how the
equipment will be physically presented for CJV on move day, e.g. in relation to serviced items with
water/electrical/vent connections etc., Equipment connected to services will be isolated and disconnected
by CJV prior to moving.
On arrival in the new location, the CJV will reconnect relevant equipment to services such as water,
electricity, gas, air, extraction, etc.
Condition Assessment of equipment for decant
If equipment is damaged during the move DIT’s pre-move assessment will show that it was in working
order and that it was fit for purpose when it left our premises. The outcome of the pre-move assessment
will be noted against each item on the final list of equipment to be relocated. If the CJV wishes to witness
this assessment, this will be facilitated by the Decant Project Manager.
Delivery of new equipment
In cases where Group 6 or Group 4 FF&E is unsuitable for transfer to the new location, it will be replaced
with new Group 3 FF&E. Installation and calibration of such items will be carried out by the supplier with
access being granted by the CJV. This process will be managed by the DPM in consultation with and
agreement with the CJV.
Equipment Decant Warranty issues
Some equipment may void its warranty if not moved by a specialist procedure. It will be necessary to
identify such equipment to the CJV in the condition assessment exercise.
Decant cost benefit analysis
A cost benefit analysis of moving large items equipment will be carried out by the Decant Subgroups and
presented to the MPTs and the DPT. In this analysis, certain large items of equipment may be identified as
so difficult to move that their relocation is not economical.
DIT Decant Strategy – Moving to the Central and East Quads
9
In such circumstances, the MPT will alert the Migration Project Board of the outcome of the analysis and
seek instructions on how to proceed.
Equipment labelling
All equipment to be moved will be appropriately identified or labelled by the Decant Subgroup to assist
the CJV in moving it to the appropriate location. Once this is done, the CJV will pack the equipment as
appropriate, move it and unpack it at its new location. Care must be taken to ensure that all items are packed
in accordance with the manufacturers/suppliers recommendations. Where appropriate, equipment that is
relocated must have its new location recorded in the DIT Asset Register. This is an internal DIT issue that
will be managed by the DIT Estates Office.
8.0 Consumables Decant
Decant of consumables
Academic, Professional, Management and Support Staff should aim to run down stocks of materials as
much as possible in advance of the move. This will lower transport costs. The Decant Subgroup will inform
the CJV with a definitive list of the amount of consumables to be moved and any associated hazards, at a
date to be agreed with the CJV.
9.0 Access to Buildings
The CJV will relocate equipment that has been identified by DIT Colleges, Schools and Units. As the CJV
will not be familiar with the equipment or aware of the layout of DIT buildings, it will be essential that
there will be access to all appropriate rooms on the day of the equipment removal. The coordination of this
process between DIT personnel and the CJV will be one of the duties and responsibilities of the DPM. In
the event that an existing building requires alterations to remove specific equipment, DIT will carry out
such work in advance of the removal.
10.0 ICT Decant
The only ICT equipment to be decanted will be a number of desktop PCs and 3rd party printers that will be
assessed for fitness for purpose closer to the time of the move. These will be relocated using the process
described in Section 7 above, with Information Services being the relevant Decant Subgroup.
11.0 Risk Assessment: impact on academic function
Each Decant Subgroup is obliged to carry out a Risk Assessment. This should include an "analysis of
potential impact on academic function" e.g. if certain items are required to move early, how will it impact
on the delivery of education services? Will the potential early movement of certain larger items impact on
exam schedules etc.? A short risk identification workshop will be arranged in Autumn 2018 and
DIT Decant Strategy – Moving to the Central and East Quads
10
contingency arrangements will be established where necessary. Particular contingency measures may be
required where a building requires alteration to facilitate the movement of a large item of equipment.
12.0 Disposal of Obsolete Equipment and Surplus Consumables
All obsolete and worn out equipment or surplus consumables in existing buildings will be disposed of in
accordance with the appropriate DIT guidelines and public sector regulations for such items. This task will
be undertaken by the DIT Estates Office following services commencement in the new buildings.
13.0 Appendices
These are in draft form and will be subject to further development
A. Central and East Quad Schools – Locations and Affiliations
B. RACI template
C. Categories of equipment to be relocated
D. Equipment Relocation Schedule
DIT Decant Strategy – Moving to the Central and East Quads
i
Appendix A
Central and East Quad Schools: Locations and Affiliation
Location School College Affiliation Location 2016
Central Quad
Physics Sciences & Health Kevin Street
National Optometry Centre (This Centre is incorporated into the School of Physics)
Sciences & Health Kevin Street/New Bride Street
Chemical & Pharmaceutical Sciences Sciences & Health Kevin Street
Mathematical Sciences Sciences & Health Kevin Street
Biological Sciences Sciences & Health Kevin Street
Food Science & Environmental Health Sciences & Health Cathal Brugha Street
Computing Sciences & Health Kevin Street
Culinary Arts & Food Technology Applied Arts & Tourism Cathal Brugha Street
Hospitality Management & Tourism Applied Arts & Tourism Cathal Brugha Street
Electrical and Electronic Engineering Engineering & Built Environment
Kevin Street
East Quad
Dublin School of Creative Arts* Applied Arts & Tourism Grangegorman
Music & Drama Applied Arts & Tourism Chatham Row/Clarendon Row
and Rathmines
Languages, Law & Social Sciences** Applied Arts & Tourism Languages from Kevin St and Cathal Brugha
St. Social Science in Grangegorman.
Media Applied Arts & Tourism Aungier St, Grangegorman (Photography)
* The Printing element of the Dublin School of Creative Arts is based in Bolton Street and will not
be relocating to Grangegorman in 2020.
** The Social Science element of this School in based in Grangegorman. The Languages element
associated with the Tourism programmes in Cathal Brugha St/Sackville Place will relocate in
2020. The remaining Law and Languages elements, currently located in Aungier St and Kevin St
respectively, are not relocating to Grangegorman in 2020.
DIT Decant Strategy – Moving to the Central and East Quads
ii
Appendix B RACI Template
Existing Equipment
(Group 6)
DIT Decant
Leadership
Decant Subgroups Staff
/Students
Decant Support Non DIT
R: Responsible
A: Accountable
C: Consulted
I: Informed
Project Deliverable
DIT
Sen
ior
Lea
der
ship
Tea
m
Mig
rati
on
Pro
ject
Bo
ard
Cen
tral
Qu
ad M
PT
Eas
t Q
uad
MP
T
Dec
ant
Pro
ject
Tea
m
Dec
ant
Pro
ject
Man
ager
Co
lleg
e o
f E
ng &
BE
Co
lleg
e o
f A
rts
& T
ouri
sm
Co
lleg
e o
f S
cien
ces/
Hea
lth
Sch
Mu
sic
& D
ram
a
Sch
Cre
ativ
e A
rts
Sch
Med
ia
Sch
Lan
g,
Law
So
c S
cien
ces
Sch
Cu
lin
ary
Art
s
Sch
Ho
spit
alit
y M
gt
& T
our
Sch
Ele
ctri
cal/
Ele
ctro
nic
En
g
Sch
Bio
log
ical
Sci
ence
s
Sch
Ch
em a
nd
Ph
arm
a S
ci
Sch
Co
mp
uti
ng
Sch
Fo
od
Sci
/En
v H
ealt
h
Sch
Mat
h S
cien
ces
Sch
Ph
ysi
cs
DIT
IC
T S
erv
ices
Aca
dem
ic S
taff
mo
vin
g
Ad
min
/su
pp
ort
mo
vin
g
Stu
den
ts U
nio
n
Sta
ff U
nio
ns
Cam
pu
s P
lan
nin
g
DIT
Est
ates
DIT
Pu
bli
c A
ffai
rs o
ffic
e
HR
Fin
ance
Pu
rch
asin
g
LT
TC
ND
FA
GD
A
CJ
V
1. Develop RACI Matrix A C C C I I I I I I I I I I I I I I R I C C
2. Nominate members of Decant
Project Team
I A R R I C C C I I I I I I I I I I I I I I I I I I C I R R R R I I I
3. Compile Draft Equipment
Report for SLT for funding
decision
AR C C C C C C C C C C C C C C C C C
4. Confirm New Educational
Equipment Funding Envelope
AR I I I I I I I I I I I I I I I I I I I I I I I I
5. Allocate available funding to
Colleges
A R R I I I I I I I I I I I I I I I I I I I I
6. Compile Finalised Equipment
Report
A A C R R R R R R R R R R R R R R R R R I I
7. Review and refine list of
categories of equipment to be
moved
I I I AR C C C C C C C C C C C C C C C C C I I I C C I I
8. Identify equipment under each
category from FF&E schedules
I I I A R R R R R R R R R R R R R R R R R C C C C I I
9. Assess condition of existing
equipment
I A A C R R R R R R R R R R R R R R R R R C C I I I I
10. Establish alteration works to
be carried out to facilitate
relocation of equipment
I I I I I I C C C C C C C C C C C C C I C AR
DIT Decant Strategy – Moving to the Central and East Quads
iii
Group 6 (Continued) DIT Decant
Leadership
Decant Subgroups Staff
/Students
Decant Support Non DIT
R: Responsible
A: Accountable
C: Consulted
I: Informed
Project Deliverable
DIT
Sen
ior
Lea
der
ship
Tea
m
Mig
rati
on
Pro
ject
Bo
ard
Cen
tral
Qu
ad M
PT
Eas
t Q
uad
MP
T
Dec
ant
Pro
ject
Tea
m
Dec
ant
Pro
ject
Man
ager
Co
lleg
e o
f E
ng &
BE
Co
lleg
e o
f A
rts
& T
ouri
sm
Co
lleg
e o
f S
cien
ces/
Hea
lth
Sch
Mu
sic
& D
ram
a
Sch
Cre
ativ
e A
rts
Sch
Med
ia
Sch
Lan
g,
Law
So
c S
cien
ces
Sch
Cu
lin
ary
Art
s
Sch
Ho
spit
alit
y M
gt
& T
our
Sch
Ele
ctri
cal/
Ele
ctro
nic
En
g
Sch
Bio
log
ical
Sci
ence
s
Sch
Ch
em a
nd
Ph
arm
a S
ci
Sch
Co
mp
uti
ng
Sch
Fo
od
Sci
/En
v H
ealt
h
Sch
Mat
h S
cien
ces
Sch
Ph
ysi
cs
DIT
IC
T S
erv
ices
Aca
dem
ic S
taff
mo
vin
g
Ad
min
/su
pp
ort
mo
vin
g
Stu
den
ts U
nio
n
Sta
ff U
nio
ns
Cam
pu
s P
lan
nin
g
DIT
Est
ates
DIT
Pu
bli
c A
ffai
rs o
ffic
e
HR
Fin
ance
Pu
rch
asin
g
LT
TC
ND
FA
GD
A
CJ
V
11. Obtain planning permission for
alteration works if necessary
I I I I I I I I I I I I I I I I I I I I I I A R I
12. Carry out alteration works
necessary for decant
I I I I I I I I I I I I I I I I I I I I I I I I I AR I
13. Carry out decant cost benefit
analysis on equipment
I A A C R R R R R R R R R R R R R R R R R R R I I C C
14. Carry out risk assessment of
moving equipment
I A A C R R R R R R R R R R R R R R R R R R R C C C C I
15. Refine list of actual equipment
to be moved
I A A C R R R R R R R R R R R R R R R R R R R I I C C I I I
16. Appoint External Project
Manager for the relocation
AR C C I I I I I I I I I I I I I I I I I I I I I I C I C C I I I
17. Carry out pre-move equipment
testing
I I I I A R R R R R R R R R R R R R R R R R I I I C I I I
18. Review draft list of equipment
to be moved
I I I I A R R R R R R R R R R R R R R R R R I I C C I
19. Issue final list of equipment to
be moved
I I I I A R R R R R R R R R R R R R R R R R I I I I C C I I I
20. Labelling of equipment I I I I A R R R R R R R R R R R R R R R R R R R I R I I I
21. Disconnection of equipment I I I I C C C C C C C C C C C C C C C C C C I I R AR
22. Packing, moving, unpacking
equipment
I I I I C C C C C C C C C C C C C C C C C C C C C C I I AR
23. Reconnecting equipment I I I I C C C C C C C C C C C C C C C C C C I I AR
24. Testing/recalibration/
commissioning of equipment
I I I I C C C C C C C C C C C C C C C C C C I I AR
DIT Decant Strategy – Moving to the Central and East Quads
iv
Moving DIT Consumables DIT Decant
Leadership
Decant Subgroups Staff
/Students
Decant Support Non DIT
R: Responsible
A: Accountable
C: Consulted
I: Informed
Project Deliverable
DIT
Sen
ior
Lea
der
ship
Tea
m
Mig
rati
on
Pro
ject
Bo
ard
Cen
tral
Qu
ad M
PT
Eas
t Q
uad
MP
T
Dec
ant
Pro
ject
Tea
m
Dec
ant
Pro
ject
Man
ager
Co
lleg
e o
f E
ng &
BE
Co
lleg
e o
f A
rts
& T
ouri
sm
Co
lleg
e o
f S
cien
ces/
Hea
lth
Sch
Mu
sic
& D
ram
a
Sch
Cre
ativ
e A
rts
Sch
Med
ia
Sch
Lan
g,
Law
So
c S
cien
ces
Sch
Cu
lin
ary
Art
s
Sch
Ho
spit
alit
y M
gt
& T
our
Sch
Ele
ctri
cal/
Ele
ctro
nic
En
g
Sch
Bio
log
ical
Sci
ence
s
Sch
Ch
em a
nd
Ph
arm
a S
ci
Sch
Co
mp
uti
ng
Sch
Fo
od
Sci
/En
v H
ealt
h
Sch
Mat
h S
cien
ces
Sch
Ph
ysi
cs
DIT
IC
T S
erv
ices
Aca
dem
ic S
taff
mo
vin
g
Ad
min
/su
pp
ort
mo
vin
g
Stu
den
ts U
nio
n
Sta
ff U
nio
ns
Cam
pu
s P
lan
nin
g
DIT
Est
ates
DIT
Pu
bli
c A
ffai
rs o
ffic
e
HR
Fin
ance
Pu
rch
asin
g
LT
TC
ND
FA
GD
A
CJ
V
25. Establish the extent of
consumables to be decanted
I A A I R R R R R R R R R R R R R R R R R C R C R I I
26. Carry out decant cost benefit
analysis on consumables
I A A C R R R R R R R R R R R R R R R R R C R C R I C
27. Carry out risk assessment of
moving consumables
I A A C R R R R R R R R R R R R R R R R R C R C R I C I
28. Compile draft list of actual
consumables to be moved
I A A C A R R R R R R R R R R R R R R R R R C R C R I I I
29. Review consumable stock and
update list of consumables to
move
I A A C A R R R R R R R R R R R R R R R R R I I C R I
30. Issue final list of consumables
to move
I I I C A R R R R R R R R R R R R R R R R R I I C R I I I
31. Labelling of consumables I I I I A R R R R R R R R R R R R R R R R R R R I R I I I
32. Packing, moving, unpacking
consumables
I I I I C C C C C C C C C C C C C C C C C C C C C C I I AR
DIT Decant Strategy – Moving to the Central and East Quads
v
New Specialist
Educational Equipment
(Group 3)
DIT Decant
Leadership
Decant Subgroups Staff
/Students
Decant Support Non DIT
R: Responsible
A: Accountable
C: Consulted
I: Informed
Project Deliverable
DIT
Sen
ior
Lea
der
ship
Tea
m
Mig
rati
on
Pro
ject
Bo
ard
Cen
tral
Qu
ad M
PT
Eas
t Q
uad
MP
T
Dec
ant
Pro
ject
Tea
m
Dec
ant
Pro
ject
Man
ager
Co
lleg
e o
f E
ng &
BE
Co
lleg
e o
f A
rts
& T
ouri
sm
Co
lleg
e o
f S
cien
ces/
Hea
lth
Sch
Mu
sic
& D
ram
a
Sch
Cre
ativ
e A
rts
Sch
Med
ia
Sch
Lan
g,
Law
So
c S
cien
ces
Sch
Cu
lin
ary
Art
s
Sch
Ho
spit
alit
y M
gt
& T
our
Sch
Ele
ctri
cal/
Ele
ctro
nic
En
g
Sch
Bio
log
ical
Sci
ence
s
Sch
Ch
em a
nd
Ph
arm
a S
ci
Sch
Co
mp
uti
ng
Sch
Fo
od
Sci
/En
v H
ealt
h
Sch
Mat
h S
cien
ces
Sch
Ph
ysi
cs
DIT
IC
T S
erv
ices
Aca
dem
ic S
taff
mo
vin
g
Ad
min
/su
pp
ort
mo
vin
g
Stu
den
ts U
nio
n
Sta
ff U
nio
ns
Cam
pu
s P
lan
nin
g
DIT
Est
ates
DIT
Pu
bli
c A
ffai
rs o
ffic
e
HR
Fin
ance
Pu
rch
asin
g
LT
TC
ND
FA
GD
A
CJ
V
Preceded by Deliverable No 16
33. Finalise list of new equipment
to be purchased A A A C I R R R R R R R R R R R R R R R R R R R C C
34. Set up procurement process I I I C A I I I I I I I I I I I I I I I I I I I C C R
35. Place orders for new
equipment I I I I A R R R R R R R R R R R R R R R R R R R C C R
36. Develop protocols with CJV
for receipt and security of new
equipment
I I I R A C C C C C C C C C C C C C C C C C C C C C C R
37. Develop protocols for access
to site for installation and
commissioning of new
equipment
I I I R A C C C C C C C C C C C C C C C C C C C C C C R
38. Manage delivery of new
equipment I I I I A C C C C C C C C C C C C C C C C C C C I C I
39. Testing/recalibration/
commissioning of new
equipment
I I I I A R R R R R R R R R R R R R R R R R R R I C I
DIT Decant Strategy – Moving to the Central and East Quads
vi
Moving Staff, Students
and Their Belongings
DIT Decant
Leadership
Decant Subgroups Staff
/Students
Decant Support Non DIT
R: Responsible
A: Accountable
C: Consulted
I: Informed
Project Deliverable
DIT
Sen
ior
Lea
der
ship
Tea
m
Mig
rati
on
Pro
ject
Bo
ard
Cen
tral
Qu
ad M
PT
Eas
t Q
uad
MP
T
Dec
ant
Pro
ject
Tea
m
Dec
ant
Pro
ject
Man
ager
Co
lleg
e o
f E
ng &
BE
Co
lleg
e o
f A
rts
& T
ouri
sm
Co
lleg
e o
f S
cien
ces/
Hea
lth
Sch
Mu
sic
& D
ram
a
Sch
Cre
ativ
e A
rts
Sch
Med
ia
Sch
Lan
g,
Law
So
c S
cien
ces
Sch
Cu
lin
ary
Art
s
Sch
Ho
spit
alit
y M
gt
& T
our
Sch
Ele
ctri
cal/
Ele
ctro
nic
En
g
Sch
Bio
log
ical
Sci
ence
s
Sch
Ch
em a
nd
Ph
arm
a S
ci
Sch
Co
mp
uti
ng
Sch
Fo
od
Sci
/En
v H
ealt
h
Sch
Mat
h S
cien
ces
Sch
Ph
ysi
cs
DIT
IC
T S
erv
ices
Aca
dem
ic S
taff
mo
vin
g
Ad
min
/su
pp
ort
mo
vin
g
Stu
den
ts U
nio
n
Sta
ff U
nio
ns
Cam
pu
s P
lan
nin
g
DIT
Est
ates
DIT
Pu
bli
c A
ffai
rs o
ffic
e
HR
Fin
ance
Pu
rch
asin
g
LT
TC
ND
FA
GD
A
CJ
V
40. Develop Decant
Communications Strategy
I C C AR C C C C C C C C C C C C C C C C R C C C C C R R C I I
41. Develop declutter strategy I C C A C C C C C C C C C C C C C C C C R C C I I C R C C C I I
42. Provide support to staff to
digitise teaching materials
I A A R C C C C C C C C C C C C C C C C R C R I C R R I I
43. Prepare Staff to decant I A A R C C C C C C C C C C C C C C C C C C C I C C R R I I
44. Allocate staff desks at new
destination
I A A I R R R R R R R R R R R R R R R R R C C I I C I I I I
45. Establish procedures with CJV
for movement of equipment
I C C AR C C C C C C C C C C C C C C C C C C R I I C C R C C C
46. Brief DIT Staff & Students on
agreed procedures
A A A R C C C C C C C C C C C C C C C C C C C C I C C R
47. Labelled boxes delivered to
existing staff offices
I I I I I C C C C C C C C C C C C C C C C C I I I C C I I A R
48. Academic staff pack items to
be moved
I I I A A R R R R R R R R R R R R R R R R R R I I C I
49. Administrative & Technical
staff pack items to be moved
I C C A R R R R R R R R R R R R R R R R R I R I C I
50. CJV moving staff belongings I C C C C I I I I I I I I I I I I I I I I C I I C C C I I A R
51. Staff unpack at new
destination
I A A C A R R R R R R R R R R R R R R R R R R R I I I I
52. Monitor the moving process I I I C AR I I I I I I I I I I I I I I I I I C R I I C I I C C
53. Issue Decant Completion
Report to SLT
I A C C R R C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C
DIT Decant Strategy – Moving to the Central and East Quads
vii
Appendix C
Categories of Equipment to be relocated
A. Equipment impacting on construction e.g. equipment requiring specialised ducting for exhaust
fumes, items that must be built in to the new building, etc.
B. Equipment whose movement will require alteration of existing building
C. Large scale equipment requiring disconnection, specialist movement, reconnection and certification
prior to use, e.g. woodworking equipment, large electrical equipment, etc
D. Small fixed equipment requiring disconnection, reconnection and certification prior to use
E. Sensitive equipment that is susceptible to damage, e.g. laboratory glassware, etc.
F. Equipment requiring specialist commissioning or calibration, e.g. measurement equipment in
science labs, specialist equipment for Optometry, etc.
G. Portable laboratory/workshop/kitchen equipment
H. Equipment of irregular shape that will not readily fit into a crate
I. Staff belongings/personal effects
(Other categories to be added)
DIT Decant Strategy – Moving to the Central and East Quads
viii
Appendix E
