CPS Ludgate Hill Closedown Progress, Relocation & Schedule

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CPS. Ludgate Hill Closedown. Progress, Relocation & Schedule. High Level.

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CPS Ludgate Hill Closedown Progress, Relocation & Schedule

  1. 1. CPS Ludgate Hill HQClosedown Project and Move out ScheduleFMBC HQ Operations TeamJanuary 2010 1
  2. 2. Ludgate Hill HQ.Stores & Office Areas – Decanting Program 2009-10. 2
  3. 3. Main Move ScheduleDirectorate / Location Location (to) Date StatusDivision (from)Casework Division Rose Court (3rd) Rose Court (6th) 10th & 11th April– FraudLOC – CPS Ludgate Hill (7th) New Kings Beam 17th & 18th AprilLondon HouseLCJP & Met Ludgate Hill (3rd) New Kings Beam 17th & 18th AprilPolice House (Met Police – 21st June)CPS London – Rose Court Ludgate Hill 17th & 18th AprilLearning &LeadershipBIS Ludgate Hill (2nd) Rose Court 1st & 2nd MayHR, EDU & Ludgate Hill (1st, Rose Court 8th & 9th MayFinance 7th & 3rd)Policy & BDD Ludgate Hill (6th) Rose Court 15th &16th May 3
  4. 4. Main Move Schedule Directorate / Location Location (to) Date Status Division (from) Casework (CTD, Ludgate Hill (5th) Rose Court 22nd & 23rd May SCD, OCD) Private Office / Ludgate Hill (7th) Rose Court 22nd & 23rd May Corp Comms Casework (CTD, Ludgate Hill (5th) Rose Court 29th & 30th May SCD, OCD) Restaurant (ISS Ludgate Hill (3rd) 31st May Eatons) (Shutdown) Recreation Room Ludgate Hill (3rd) 31st May (Shutdown) Casework (CTD, Ludgate Hill (5th) Rose Court 5th & 6th June SCD, OCD) CPS London Ludgate Hill (4th) The Cooperage 12th & 13th June Direct & Complex 4 Casework Centre
  5. 5. Main Move ScheduleDirectorate / Location (from) Location (to) Date StatusDivisionCPS London – Ludgate Hill New Kings Beam 12th & 13th JuneLearning & HouseLeadershipLudgate Hill Ludgate Hill 12th & 13th JuneCorporate (Shutdown)Meeting RoomsXerox & MFDs Ludgate Hill Rose Court 15th JuneCasework (UKBA New Kings Beam Rose Court 26th & 27th June& POCU) and HouseRevenue &Customs DivisionCasework (UKBA New Kings Beam Rose Court 3rd & 4th July& POCU) and HouseRevenue &Customs DivisionCasework (UKBA New Kings Beam Rose Court 10th & 11th July& POCU) and HouseRevenue &Customs Division 5
  6. 6. Ludgate HQ Moves Schedule March April May JuneRecords / archives Moves: Moves: Moves:Contract removals Casework Division - BIS – LH to RC - 1st & Casework – LH to RC - Fraud 2nd May 5th & 6th JuneProgress Reporting CPS Direct & 17th & 18th April – RC 3rd HR, EDU & FinanceCheck Priorities floor to LH 3rd floor. – LH to RC - 8th & 9th Complex Casework May centre – LH to CO -Manage costs LOC Team (CPS London) 12th & 13th June Policy & BDD – LH to – LH 7th to NKBH - RC - 15th & 16th May. Casework DivisionKey: 17th April (UKBA and POCU) Casework – LH to RC and Revenue andLH = Ludgate Hill LCJB – LH 3rd to NKBH - 22nd & 23rd / 29th & - 17th & 18th April Customs Division –NKBH = New Kings 30th May NKBH to RC - 26th & 27thBeam House L&L CPS London – June. 3 & 4 July. 10 & 11 JulyRC = Rose Court 18th April – RC to LH 3rd floor. Note: 1 Meeting Private Office – LHCO = Cooperage to RC - 5th & 6th June room plus 7 desks Corp Comms – LH to RC - 5th & 6th June 6
  7. 7. Operational Move issues• Redundant files disposed. • Crates to be labelled to identify Basement Stores, Storage Units owner / Directorate. and Office Areas. • If new desk or location is known• Files required to be kept by law crates should be labelled with should be archived. this information.• Files necessary for work to be • Before removal, all cupboards, prepared for relocation to Rose safes and storage furniture must Court. be checked by Business• Clear desk policies should be Manager, Move Champion and followed. member of the DSO team to• Pack and store all files and items ensure it is safe for removal. ready for the move. (Crates to be • FM Teams: Audit checks of all supplied). working areas. To ensure no information is left behind. 7
  8. 8. Ludgate Closedown Tasks (1)Task Action Team Target Completion Responsible Date DateProvide a statutory compliance 04 Junevalid certification in its originalform.LG examinations of all the lifts Mark McCulloch to set up a Cofatec / 04 Junemust be valid and up-to-date at the schedule of all ongoing Markend of the lease. examinations McCullochCPS must strip out and remove the HQ Operations and ISS to arrange HQ Ops / ISS / w/c 14kitchen on third floor stripping out and removal of Brian Ford / June kitchen. Two fridges are to be Peter Rouse retained. From 7th June TPS to remove crockery, plates and trays.CPS must strip out and remove the HQ Operations to arrange to have HQ Ops / 21 - 25reception desk reception desk taken out and the Brian Ford June stripping out of area. HQ Ops to arrange temporary desk.Remove / disarm any electronic Roy Ellard to provide a programme SSG / Roy Wknd 26security systems to internal doors for the closedown of all Security Ellard / Chris - 27 June items and HQ Ops and Security Duggan team to review. SSG to remove/disarm security systems on pre-arranged date. 8
  9. 9. Ludgate Closedown Tasks (2)Task Action Team Target Completion Responsible Date DateEnsure all the internal locks are in Roy Ellard to provide a programme for the SSG / Roy Ellard / Wkndthe unlocked position closedown of all Security items and HQ Chris Duggan 26 - 27 Ops and Security team to review. SSG to June leave internal locks unlocked on pre- arranged date.All perimeter doors are to be Roy Ellard to provide a programme for the SSG / Roy Ellard / Wkndsecurable closedown of all Security items and HQ Chris Duggan 26 - 27 Ops and Security team to review. SSG to June ensure perimeter doors are securable.Keys are to be provided to Land Security team need to collate a schedule SSG / Roy Ellard / w/c 14Securities on the end day of the detailing all the keys that will be handed Chris Duggan Junelease with each key clearly over.identifiedThe CCTV cameras that monitor SSG to note that CCTV cameras will be left SSG / Roy Ellard / 30 Junethe perimeter of the building behind. Chris Dugganmay be left in situMonitor courtyard movements Go Green and TPS to provide a Go Green / TPS Ongoingand moves in general programme each on their respective moves and the quantity of removal vehicles expected on each removal day. Give Hillgate House Security weekly 9 updates on moves.
  10. 10. Ludgate Closedown Tasks (3)Task Action Team Responsible Target Completion Date DateProvide the most up-to-date Sue Twist of ISS to provide an up-to- ISS / Sue Twist / 04-Juneasbestos survey and register, date asbestos survey via Peter Rouse Peter Rouseelectronically, if possible.To suggest a date and time HQ Operations have suggested the 4th DTZ / Richard Young / 04-Junefor a plant room walk-round June for the walk-round. Invitees Andy Walkernear the time of the lease include Andy Morgan from AECOM,end. Gareth Brown from DTZ and HQ Operations representative.The end date of the lease is To Review after the 4th June Mark McCulloch 04-June30th June 2010. The CPS is todecide whether they wish toextend the lease by a monthand to inform Paul Hunt ofdecision.Land Securities may not HQ Operations to gain clarification Zoe Varian 04-Junewant the plant systems to be from Zoe Varian as to whether theisolated and drained down – plant systems need to be isolated orthis needs to be clarified. drained down. If they do, this will have to be arranged. 10
  11. 11. Ludgate Closedown Tasks (3)Task Action Team Responsible Target Completion Date DateTo ensure that all assets are Go Green to provide a revised Master Natalie Lewis / Go 30 Juneaccounted for during the Programme of planned moves. Go Greenmove ready for Green to provide weekly updates onParliamentary Questions progress of removals from site in line with asset list. New Kings Beam House Directors need to identify what assets have moved Graham Callow / 28 May and where. David YoungTo maintain security levels Go Green must ensure that all fire Go Green / CPS Ongoingduring moves doors are shut after removals are Guards complete each day. CPS Guards to check fire doors are shut afterwards.To monitor meetings that ISS to provide an update on what Peter Rouse / ISS 28 Maycontinue to run at Ludgate meetings have been booked and whenHill so that they do not clash up to the 12th June.with moves HR are still using meeting rooms for Peter Rouse / ISS / 28 May interviews on the first floor. ISS / HQ Brian Ford / HQ Ops Ops to negotiate limiting meetings to select rooms. 11
  12. 12. Ludgate Closedown Tasks (3)Task Action Team Responsible Target Completion Date DateTo ensure that all technical Global Crossings / ACAD to collect and Tania Zazlawska / 27/28-Mayequipment is removed and box handsets on-site at Ludgate Hill on Global Crossingsdealt with appropriately. Thurs 27th may and Fri 28th MayTo ensure the library is TPS to pack, remove and unpack Doug Crighton / Chris 13-Juneconsolidated and moved library materials (Mon 7th June – Sun Mitchell / Petereffectively. 13th June). Approx 900 crates (480 Bailey linear metres). Crates moved Fri 11th (AM) and Sat 12th (AM) June.To ensure that all ICT Logica to remove most ICT equipment Andy Simpson / 30-Juneequipment is removed and after 6th June (when teams vacate); Andrew Davidsondisposed of appropriately. phones and faxes on 28th May; ISS and Library after 12th June. 12
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