Poole Grammar School Accommodation of Yr 7 Children Partnership Agreement February 2007 Michael Thompson TEAM FOCUS – RTL Ltd

The Project There is a need to accommodate Year 7 children into the school as part of seeking to change the age of transfer in Poole The buildings required have been assessed based on curriculum analysis The scope of the work required has been agreed with the school

Project Management The chair of governors has proposed that one of the governors (after resignation from the governing body) manages the project and takes complete control over the process, keeping independent of the local authority Financial regulations do not allow this, as competition is required in the appointment of the Project Manager Poole has been allocated responsibility by the DfES for the build works

Best Value Poole BC has an obligation to achieve “Best Value” with this project This not only includes getting the best value for money from the construction the additional buildings It means meeting the needs of the school in terms of its agreed functions, for the life of the buildings

Best Value The CABE five principles of good design are probably relevant: Functionality in use: Is the finished product fit for purpose? Does it use know-how and innovation to provide business and social value? Does it optimise the operational cost of core services, and the productivity of the staff? Build quality: It is built on whole life principles – lasting and easy to maintain? Efficiency and sustainability: Will it be completed on time, to budget, to specification? Is it environmentally efficient? Design in context: Is it respectful of its context? Aesthetic quality: Does it meet a need for non-institutional, individual character?

Best Value Will the new development fit into any longer term plans for the school?

The Project Team The background and reasons for the governors seeking control of the project management need to be understood It also needs to be understood how this can be accommodated in the project management to everyone’s satisfaction

“Excellence through Partnership” Poole Grammar School is used to the concepts of “Excellence through Partnership” all in an educational culture that is technological, enterprising and vocationally aware.

The Project Team Poole Grammar School is used to the concepts of “Excellence through Partnership”

Partnership There are essentials to achieving a good partnership: Everyone understanding what the benefits of a true partnership are Everyone being committed to that partnership, and in particular, being committed to the achievement of a best value project that will fulfil the required functions for the whole life of the project

Partnership This requires good effective communication between all members of the project team, and a clear understanding of everyone’s needs and concerns It requires the development of trust between all members of the team – that all members are accountable for what they and they do it right first time It requires developing a set of common objectives, so that everyone is focussed in the same direction

Partnership Agreement Workshop The workshop would set out to initiate / achieve: Strong relationships between all members of the team Heads of Terms for a Partnership Agreement including Code of Practice for working together Measurables for understanding how well the team is performing (periodic reviews) Team Structure / Clear roles and responsibilities Clear ideas / understanding for the development and fulfilment of the project as a team

Further Development of the Project Beyond the Partnering Agreement Workshop, whether at Poole Grammar School or at other schools where development is required, there are further processes that help to meet best value and best practice: The CABE five principles of good design The Exemplar Design Brief They are focussed around Value and Risk Management

Not necessarily relevant at Poole Grammar School Exemplar Design Brief Good clear organisation, an easily legible plan and full accessibility Spaces that are well proportioned, efficient, fit for purpose and meet needs of curriculum Circulation that is well organised and sufficiently generous Good environmental conditions throughout , including appropriate levels of natural light and ventilation Attractiveness in design, comparable to that found in other quality public buildings, to inspire pupils, staff and parents Good use of the site, and public presence as a civic building to engender local pride Attractive external spaces with a good relationship to internal spaces, offering appropriate security, and variety of settings A layout that encourages broad community access and use out of hours Robust materials that are attractive, will weather and wear well and are environmentally friendly Flexible design that will facilitate changes in the policy and technology, which allows expansion / contraction in the future Not necessarily relevant at Poole Grammar School

Value Management Methodology Put in place the Team Culture Gather all information available – identify missing information, forbidden issues, risks etc. Assess the functions to be achieved (Function Analysis) Create ideas Evaluate ideas, using evaluation criteria e.g. CABE Develop one or more proposals that provide value enhancement at no greater risk Present and agree final proposal Implement

Benefits of the Value Process It strengthens the team and provides stronger focus on the project It establishes consensus It removes preferential engineering (wouldn’t it be nice to have?) It avoids cost cutting with increased risk It establishes a strong audit trail It reduces the need for changes in design at a later stage

Let us establish the partnership! But first of all …… Let us establish the partnership!