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Poole Grammar SchoolPoole Grammar SchoolAccommodation of Yr 7 Accommodation of Yr 7 ChildrenChildren Partnership AgreementPartnership Agreement

February 2007February 2007

Michael ThompsonMichael ThompsonTEAM FOCUS – RTL TEAM FOCUS – RTL LtdLtd

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The ProjectThe Project

• There is a need to accommodate Year 7 There is a need to accommodate Year 7 children into the school as part of children into the school as part of seeking to change the age of transfer in seeking to change the age of transfer in PoolePoole

• The buildings required have been The buildings required have been assessed based on curriculum analysisassessed based on curriculum analysis

• The scope of the work required has been The scope of the work required has been agreed with the schoolagreed with the school

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Project ManagementProject Management• The Chair of governors has proposed that The Chair of governors has proposed that

one of the governors (after resignation from one of the governors (after resignation from the governing body) manages the project the governing body) manages the project and takes complete control over the and takes complete control over the process, keeping independent of the local process, keeping independent of the local authorityauthority

• Financial regulations do not allow this, as Financial regulations do not allow this, as competition is required in the appointment competition is required in the appointment of the Project Managerof the Project Manager

• Poole has been allocated responsibility by Poole has been allocated responsibility by the DfES for the build worksthe DfES for the build works

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Best ValueBest Value• Poole Borough Council has an obligation to Poole Borough Council has an obligation to

achieve “Best Value” with this and all achieve “Best Value” with this and all projectsprojects

• This not only includes getting the best This not only includes getting the best value for money from the construction of value for money from the construction of the additional buildingsthe additional buildings

• It means meeting the needs of the school in It means meeting the needs of the school in terms of its agreed functions, for the life of terms of its agreed functions, for the life of the buildings (in this case, around 30 years)the buildings (in this case, around 30 years)

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Best ValueBest Value• The CABE five principles of good design The CABE five principles of good design

are probably relevant:are probably relevant:– Functionality in use:Functionality in use: Is the finished product fit for Is the finished product fit for

purpose? Does it use know-how and innovation to provide purpose? Does it use know-how and innovation to provide business and social value? Does it optimise the operational business and social value? Does it optimise the operational cost of core services, and the productivity of the staff? cost of core services, and the productivity of the staff?

– Build quality:Build quality: Is it built on whole life principles – lasting Is it built on whole life principles – lasting and easy to maintain?and easy to maintain?

– Efficiency and sustainability:Efficiency and sustainability: Will it be completed Will it be completed on time, to budget, to specification? Is it environmentally on time, to budget, to specification? Is it environmentally efficient? What will its BREEAM rating be?efficient? What will its BREEAM rating be?

– Design in context:Design in context: Is it respectful of its context?Is it respectful of its context?– Aesthetic quality:Aesthetic quality: Does it meet a need for non-Does it meet a need for non-

institutional, individual character?institutional, individual character?

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Best ValueBest Value• Will the new development fit into any Will the new development fit into any

longer term plans for the school?longer term plans for the school?• Possibly not in the case of Poole Possibly not in the case of Poole

Grammar School because of existing site Grammar School because of existing site restrictionsrestrictions

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The Project TeamThe Project Team•The background and reasons for the The background and reasons for the

governors seeking control of the project governors seeking control of the project management need to be understoodmanagement need to be understood

• It also needs to be understood how this It also needs to be understood how this can be accommodated in the can be accommodated in the management of the project to management of the project to everyone’s satisfactioneveryone’s satisfaction

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PartnershipPartnership

Poole Grammar School is used to the Poole Grammar School is used to the concepts of concepts of

““Excellence through Excellence through Partnership”Partnership”

all in an educational culture that is all in an educational culture that is technological, enterprising and technological, enterprising and vocationally aware.vocationally aware.

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The Project TeamThe Project Team• Poole Grammar School is used to the Poole Grammar School is used to the

concepts of “Excellence through concepts of “Excellence through Partnership”Partnership”

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PartnershipPartnership• There are essentials to achieving a good There are essentials to achieving a good

partnership:partnership:– Everyone understanding what the benefits of Everyone understanding what the benefits of

a true partnership area true partnership are– Everyone being committed to that Everyone being committed to that

partnershippartnership– Everyone being committed to the Everyone being committed to the

achievement of a best value project that will achievement of a best value project that will fulfil the required functions for the whole life fulfil the required functions for the whole life of the project of the project

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PartnershipPartnership• This requires good effective communication This requires good effective communication

between all members of the project team, and a between all members of the project team, and a clear understanding of everyone’s needs and clear understanding of everyone’s needs and concernsconcerns

• It requires the development of trust between all It requires the development of trust between all members of the team – that all members are members of the team – that all members are accountable for what they do and that they do it accountable for what they do and that they do it right first timeright first time

• It requires developing a set of common objectives, It requires developing a set of common objectives, so that everyone is focussed in the same directionso that everyone is focussed in the same direction

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Partnership Agreement Partnership Agreement WorkshopWorkshop• The workshop would set out:The workshop would set out:

– To initiate strong relationships between all To initiate strong relationships between all members of the teammembers of the team

– To achieve Heads of Terms for a Partnership To achieve Heads of Terms for a Partnership Agreement includingAgreement including•Code of Practice for working togetherCode of Practice for working together•““Measurables” for understanding how well the Measurables” for understanding how well the

team is performing (periodic reviews)team is performing (periodic reviews)•Team Structure / clear roles and responsibilitiesTeam Structure / clear roles and responsibilities•Clear ideas / understanding for the development Clear ideas / understanding for the development

and fulfilment of the project as a teamand fulfilment of the project as a team

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What follows is likely to be more What follows is likely to be more appropriate to other schools where appropriate to other schools where

development is less restricted.development is less restricted.

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Further Development of the Further Development of the ProjectProject• There are further processes that help to There are further processes that help to

meet best value and best practice:meet best value and best practice:– The CABE five principles of good designThe CABE five principles of good design– Good design principlesGood design principles

• They are focussed around Value and They are focussed around Value and Risk ManagementRisk Management

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Good Design PrinciplesGood Design Principles1.1. Good clear organisation, an Good clear organisation, an

easily legible plan and full easily legible plan and full accessibilityaccessibility

2.2. Spaces that are well Spaces that are well proportioned, efficient, fit proportioned, efficient, fit for purpose and meet needs for purpose and meet needs of curriculumof curriculum

3.3. Circulation that is well Circulation that is well organised and sufficiently organised and sufficiently generousgenerous

4.4. Good environmental Good environmental conditions throughout , conditions throughout , including appropriate levels including appropriate levels of natural light and of natural light and ventilationventilation

5.5. Attractiveness in design, Attractiveness in design, comparable to that found in comparable to that found in other quality public other quality public buildings, to inspire pupils, buildings, to inspire pupils, staff and parentsstaff and parents

6.6. Good use of the site, and Good use of the site, and public presence as a civic public presence as a civic building to engender local building to engender local pridepride

7.7. Attractive external spaces Attractive external spaces with a good relationship to with a good relationship to internal spaces, offering internal spaces, offering appropriate security, and appropriate security, and variety of settingsvariety of settings

8.8. A layout that encourages A layout that encourages broad community access and broad community access and use out of hoursuse out of hours

9.9. Robust materials that are Robust materials that are attractive, will weather and attractive, will weather and wear well and are wear well and are environmentally friendlyenvironmentally friendly

10.10.Flexible design that will Flexible design that will facilitate changes in the policy facilitate changes in the policy and technology, which allows and technology, which allows expansion / contraction in the expansion / contraction in the futurefuture

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Value Management Value Management MethodologyMethodology1.1. Put in place the Team CulturePut in place the Team Culture2.2. Gather all information available – identify Gather all information available – identify

missing information, forbidden issues, risks etc.missing information, forbidden issues, risks etc.3.3. Assess the functions to be achieved (Function Assess the functions to be achieved (Function

Analysis)Analysis)4.4. Create ideasCreate ideas5.5. Evaluate ideas, using evaluation criteria e.g. Evaluate ideas, using evaluation criteria e.g.

CABECABE6.6. Develop a proposal that provides value Develop a proposal that provides value

enhancement at no greater riskenhancement at no greater risk7.7. Present and agree the final proposalPresent and agree the final proposal8.8. Implement and review regularlyImplement and review regularly

Generic approach, not necessarily relevant at Poole Grammar School

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Benefits of the Value ProcessBenefits of the Value Process• It strengthens the team and provides It strengthens the team and provides

stronger focus on the projectstronger focus on the project• It establishes consensusIt establishes consensus• It removes preferential engineering It removes preferential engineering

(“wouldn’t it be nice to have?”)(“wouldn’t it be nice to have?”)• It avoids cost cutting with increased riskIt avoids cost cutting with increased risk• It establishes a strong audit trailIt establishes a strong audit trail• It reduces the need for changes in It reduces the need for changes in

design at a later stagedesign at a later stage

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But first of all ……But first of all ……

Let us establish the Let us establish the partnership!partnership!