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Business Services Group Lights in Perceval House Action Plan 2007

Ealing Council Business Services Group Lights in Perceval House Maintenance Action Plan – Updated January 2008

Appendix A

Item Actions Lighting Maintenance Reviews 1 Regular maintenance reviews implemented in accordance with the maintenance agreement

Owner

Milestones

Date

Comments

Maintenance programme developed Maintenance reviews Review and action plan arising from review 2 Maintaining stock of parts for the Business Analysis of spare parts – lighting system Services establish stock levels Order and receive spare parts Maintain level of spare parts Review level and nature of stock requirements Standardised Design of Lighting System on Each Floor of Perceval House Review of Zoning and Common Design Structure 3 A standardised format for naming Business Standardised format and designing the structure of the Services developed lighting system for each floor of Regular review of the Perceval House will be developed standardised format and implemented.

Business Services

Twice yearly 06/07 03/08 07/07 07/07 ongoing 03/08

Twice yearly programme implemented but this is proving to be insufficient by way of technical support. A more comprehensive regime is required Implemented. Reviewed and widened stock levels. A buffer stock of nearly all components is now being maintained by the prime contractor on our behalf. Final components are expected imminently

09/07 ongoing

Deferred until 2 nd phase of the lighting improvement project (Jan to March 08)

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Ealing Council

Business Services Group Lights in Perceval House Action Plan 2007

Item Actions 4 The structure of the lighting zones will be standardised.

Owner

Milestones

Date 09/08

Comments Deferred until 2 nd phase of the lighting improvement project (Jan to March 08)

Business Implement standardised Services/ layout for all floors of Contractor Perceval House Review performance of system after restructure of lighting system layout 5 Consider purchase of the Business Business Case Developed graphical interface for the lighting Services Decision on Purchase system Purchase of the graphical interface Implementation of the graphical interface Review and action plan arising from implementation Piloting Solutions to Out of Hours Lighting Arrangements 6 Review of the operation and Business Identify need for relocation location of the presence detectors Services or re-designation of controlling out of core hours presence detectors working Identify need for additional presence detectors Relocate or install additional presence detectors Review implementation and develop action plan as required

03/08

08/07 09/07

As current version of software not supported, this action has now been widened to cover possible upgrade to latest version during 2 nd phase of lighting improvement project (Jan to March 08)

08/07

Review completed and now fully understand the scope and requirements. Repositioning and additional PD’s required in all claws on all floors to give required level of switch on control to allow change over from timed cycle to 24/7 detector mode

08/07 12/07

03/08

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Business Services Group Lights in Perceval House Action Plan 2007

Item Actions 7 Review will be carried out to consider whether corridor lighting could be provided using presence detectors outside core hours. The review will have to consider health and safety issues and any particular fire or other emergency service requirements. Pilot (one zone of Perceval House) all lights going to presence detectors at 18.00 (weekdays)

Owner Business Services

Milestones Identify changes to current corridor lighting provision Implement changes Review implementation and develop action plan as required

Date 08/07 09/07 03/08

Comments Yes, will be implemented as part of action no. 6 NB: Not suitable for stairwells due to overriding safety considerations

8

Business Services

9

Pilot all lights going to presence detectors 24x7

Business Services

Identified locations Review practicality of solution Implement solution Review operation and effectiveness Identified locations Review practicality of solution Implement solution Review operation and effectiveness

07/07

Pilot completed. Actions arising: Covered under action no.6

07/07

Pilot completed; Effective in putting the lights out in most areas but due to insufficient PD’s staff were unable to reactivate the lights safely due to the distance they had to walk to activate a PD (potentially the entire length of a claw) Actions arising: Covered under action no.6

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Business Services Group Lights in Perceval House Action Plan 2007

Item Actions 10 Pilot lights going to emergency lighting only after 18.00 (weekdays)

Owner Business Services

Milestones Identified locations Review practicality of solution Implement solution Review operation and effectiveness Identified locations Review practicality of solution Implement solution Review operation and effectiveness New location identified

Date 07/07

Comments Considered but not an acceptable proposal. The emergency lighting is not suitable to be used in this way and would contravene fire safety regulations Trial being carried out in Adult services for the shift teams.

11

Pilot smaller zones where lights only remain on in that specific zone after 18.00

Business Services

07/07

Location of Central Control Unit and Training 12 The central control desktop PC Business should be relocated to a more Services secure location. The feasibility of relocation to the plant room will be investigated. 13 The training of a number of appropriate permanent staff within ICT and Facilities will be carried out to provide sufficient trained staff skilled in the full operational use of the software for the lighting system.

07/07 08/07 03/08

Relocation of central control desktop Review operation and appropriateness of new location Business Produce training and Services/ development plan Contractor Review progress on Training and development plan Review and set forward training and development plan

Considered but not necessary. Staff re-trained in the use of the system which has resolved this problem

08/07 6 mthly

Training information awaited from the supplier (Phillips)

03/08

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Business Services Group Lights in Perceval House Action Plan 2007

Item Actions 14 Ealing Council has requested the provision of user guide to the operation of the system.

Owner

Milestones

Date

Comments User guide awaited from the supplier (Phillips)

Contractor Delivery of user guide to 09/07 the operation of the system Review 09/07 comprehensiveness Receive any actions 09/07 arising from review Customer Survey of Staff Working Outside Core Hours 15 Undertake a Customer Survey Develop customer survey tbc into working patterns of out of core Despatch survey tbc hour staff Review results of survey tbc Business Develop action plan from tbc Services the results Input findings from survey into the accommodation tbc strategy for Council offices 16 Consideration given to all staff Business Identify locations tbc working outside core hours are Services Review practicality of tbc required to relocate to one area of solution the building e.g. the business Implement solution tbc centre. Review operation and tbc effectiveness

A staff survey as part of the accommodation review is going to staff in January 08 and work patterns will be included

Considered but ruled out as not practicable for staff to work away from their files (especially difficult for legal services and shift teams)

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